Receptionist Associate

Now is a great time to join our growing company! The Millennium Group (TMG) is an award-winning business process outsourcing firm focused on print, mail, document scanning, reception, and related office support services for Fortune 500 companies, professional service firms, and institutions of higher education. TMG is looking for highly motivated, enthusiastic team players interested in a career rather than just a job. With a team of over 1,500 nationwide associates, TMG is seeking an individual who can uniquely contribute to our 30+ years of success in the industry.

Responsibilities:

● Welcome visitors on arrival, verify identification, and guide them through kiosk check-in.
● Distribute and log temporary or guest badges, ensuring all issued badges are collected upon departure.
● Assist guests with luggage and coat storage, serving refreshments, and sharing building navigation details alongside event schedules.
● Review daily schedules for expected external guests and matching conference room bookings throughout the site.
● Post directional signage during active sessions to signal ongoing briefings and monitoring access to prevent unauthorized or unescorted entry.
● Inform Facilities Manager as executives, key personnel, and vendors arrive throughout the day.
● Maintain immaculate presentation, neatness, and cleanliness in the main lobby, reception area, and visitor seating.
● Update and maintain the Reception Standard Operating Procedure Manual to implement efficient procedures and drive continuous improvement.
● Arrange front desk coverage with the Facility Coordinator prior to stepping away for breaks or brief absences.
● Acting as the primary liaison connecting the Facilities team with staff members and external vendors.
● Tracking, logging, and managing Facilities service requests within internal systems and property management portals.
● Record, track, and update facility service requests across internal software and landlord portals. Place and track work orders with vendors and property management for HVAC, lighting, plumbing, cleaning, maintenance, and safety concerns, collaborating with team members and vendors through issue resolution.
● Update floor plans and seating arrangements in Zoom Workspace, coordinating desk availability and new hire onboarding with department leads, and managing internal desk moves.
● Manage postal and courier operations: Sort and distribute incoming packages/mail, facilitating outbound shipments with the San Ramon team, and keeping shipping supplies fully stocked.
● Provide backup support to the Facility Coordinator and assist with special administrative projects as directed by management.

Qualifications:

● 3+ years of experience in office coordination, workplace operations, facilities administration, hospitality, or a similar support role.
● Strong expertise in written and verbal communication, effective problem-solving, and customer-focused support.
● Proficiency in Google Workspace and Microsoft Office applications.
● Familiarity with using ticketing, invoice, procurement, and workplace management systems.
● Proven ability to liaise with employees, vendors, IT, Facilities, Procurement, and Accounts Payable, including submitting and tracking tickets via landlord systems.
● Proactive, self-directed work style with the flexibility to shift priorities smoothly as requirements evolve.
● High level of organizational skill, meticulous recordkeeping, follow-through, and keen attention to detail.
● Ability to plan, organize, and prioritize daily activities and incoming requests independently with suitable supervision.
● Collaborative team player capable of partnering with professionals across disciplines, including engineers, plumbers, electricians, and maintenance personnel.
● Strong commitment to safety excellence, driving safety-minded behavior, maintaining confidentiality, and promptly escalating issues.
● Readiness and ability to respond to building and equipment emergencies.

Education
● Degree in Facilities Management, Business Administration, Project Management, Procurement, Corporate Real Estate, or a related field, or equivalent practical experience delivering administrative and workplace facilities services within an office setting.

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