Guest Services Representative / Project Coordinator Trainee



The Guest Services Representative / Project Coordinator Trainee position plays a vital role in customer satisfaction and is the first point of contact for our customers, whether in person, or via telephone. This position provides general office support with a variety of clerical activities and related tasks. As a Guest Services Representative / Project Coordinator Trainee you will be responsible for greeting customers, answering incoming calls, directing calls to appropriate associates, assisting the Accounting Department, and supporting Project Coordinators with tasks and projects, as well as additional clerical duties. The expectation of a Guest Services Representative / Project Coordinator Trainee is to develop and graduate into the Project Coordinator position.

Responsibilities and Duties

Greets customers / visitors and answers basic customer questions
Supports Project Coordinators with tasks and projects
Provides callers with information such as company address, directions to the company location(s), company fax numbers, company website and other related information
Answers telephones and directs the caller to the appropriate associate
Takes and retrieves messages for various personnel
Receives, sorts, and forwards incoming mail. Maintains and routes publications
Monitors fax and print bin, sorts and distributes to appropriate personnel
Coordinates the pick-up and delivery of express mail services
Assists in the ordering, receiving, stocking and distribution of office supplies
Assists with other related clerical duties such as photocopying, faxing, filing and collating
Initiates project file into the electronic system
Registers product and service warranties
Performs miscellaneous accounting functions as assigned
Supports marketing efforts by compiling brochures and packet materials
Other duties as assigned

Essential Capabilities

Flexibility – Quick learning style with the ability to multi-task and prioritizes tasks in a fast paced office environment and adjusts pace accordingly
Communication Proficiency – Excellent written and verbal communication skills along with active listening skills
Collaboration Skills – A team player with a great attitude, actively working together with the team to make sure all needed tasks are completed and focused on delivering results
Customer/Client Focus – Focused on delivering outstanding service and experience that meet our customer’s needs and expectations
Technical Capacity – Computer skills and proficiency in Microsoft Office Products
Quality – Attention to detail to ensure product and service to the customer meet company standards
Arithmetic Skills – Ability to add, subtract, multiply, and divide

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Requirements

This is largely a sedentary role, requires grasping, pulling, lifting, reaching, writing, repetitive motions, standing, sitting, walking, bending, listening and hearing ability and visual acuity.

Position Type and Expected Hours of Work

This is a full-time position, generally eight (8) hours per day. Normal days and hours of work are Monday through Friday, 8:00 a.m. to 4:30 p.m.

Required Education and Experience

Must have high school diploma or equivalent
At least one (1) year of administrative / customer service experience or related
Proficiency in Microsoft Word and Excel

Preferred Education and Experience

Associate’s degree or equivalent
Two (2) or more years of administrative / customer service experience or related
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Equal Opportunity Employer of Minorities, Females, Protected Veterans and Individuals with Disabilities


To Apply: Complete the job application listed on the Employment page.