Hospitality Associate

Williams Lea is hiring for a Hospitality Records Associate for our Boca Raton office to work Monday to Friday 8:00 am to 5:00 pm!The Records Associate is responsible for delivering exceptional customer service to our clients in Records services, including, but not limited to file and database maintenance, fulfilling client record requests and general records and office duties, as needed.  The associate will also be responsible for front of house duties such as greeting of clients, staff, visitors and answering of telephone at front desk.  They will work with the manager to check conference rooms and meeting scheduler throughout their shift and make note of any changes to ensure meetings are set-up accurately.  This will include the set up and clean up of conference rooms according to client’s request, including audio/visual equipment, food, beverages, utensils, ice, etc. Job duties( denotes an “essential function”)Perform records services work according to established policies and proceduresAssess job requests, identify correct process needed to create and manage records files, and ensure appropriate completion throughout task lifecycleUse established standards and formats to create new records files, conduct data entry into records management database, prepare records and records boxes for off-site storage, as necessaryLocate and retrieve records files, liaise with storage vendors when neededAdhere to record and document retention policies, including following up on the proper return, collect, and refiling of recordsUse customer service skills to maintain and enhance customer relationships, or otherwise complete records requests to client satisfactionDemonstrate intermediate use of equipment/technology/software and hardware necessary to perform job functionsUtilize appropriate logs and/or tracking software for all assigned workPrioritize workflow requests and meet contracted deadlines for accepting, completing, and delivering all workCommunicate with peers, supervisor or client on job or deadline issuesHandle sensitive and/or confidential documents and informationMay perform Quality Assurance on work of othersMay train new staff membersInteract with clients in person, over the phone or electronicallyCheck conference room and meeting scheduler throughout shift and make note of any changes to ensure meetings are set-up accuratelySet up conference rooms according to client’s request, including audio/visual equipment, food, beverages, utensils, ice, etcClean up conference rooms after use and return property to vendors if necessaryPrepare coffee and other beverages in assigned kitchens each morningClean up coffee makers in each kitchen in the eveningCommunicate with supervisor or client on meeting request concerns or deadline issuesMaintain inventory of catering supplies and order supplies as neededPlace orders for food and beverages for use during meetings Assist in trainingAdhere to Williams Lea policies in addition to client site policiesUse equipment and supplies in a cost-efficient mannerTroubleshoot basic equipment problemsAssist Office Services or peer teams in other service lines, as neededComplete other tasks and assignments as assigned by managementBe able to lift up-to 50 lbs. on a regular basis, including but not limited to pushing carts of files and lifting boxes of files