Legal Office Hospitality Manager

Ricoh Electronics - Seattle, WA

Full-time - Mid Level

Seattle, WA

Machinery Manufacturing

About the position

The Hospitality Site Manager at Ricoh is responsible for providing exceptional service-related support in hospitality, concierge, and workplace services. This role involves supervising day-to-day operations of Managed Services staff, ensuring high levels of customer satisfaction, and managing various administrative duties. The position requires a strong focus on customer interface and represents both Ricoh's culture and that of the customer.

Responsibilities

• Manage employees in workplace productivity, concierge services, hospitality, and customer experience services.
• Prepare and deliver performance reviews or assist in their preparation.
• Organize team meetings and define action plans.
• Step into various hospitality and customer service roles as needed.
• Handle conference room booking and conflict resolution, including travel booking and expense reporting.
• Manage conflict resolution for conference room bookings.
• Collaborate with cross-functional teams to coordinate events and client meetings.
• Manage staffing matrix and find backfills for absences.
• Interview and assess candidates for hospitality roles.
• Oversee the appearance and maintenance of hospitality and facilities areas.
• Support clients and team through excellent communication and professional skills.
• Prepare for key client visits and liaise with building security staff.
• Convert monthly volumes into management reports and create customized reporting for clients.
• Oversee catering programs and ensure quality service.
• Work closely with Facilities Management to ensure functionality and maintenance of meeting spaces.
• Develop and maintain Standard Operating Procedures for visitor access and special requests.
• Ensure SOPs are consistently followed, including mail procedures and office seating.
• Hold client communication meetings and maintain communication with site managers regarding employee relations or performance issues.
• Manage catering and beverage orders, coordinating with hospitality staff and building management.
• Process and follow up on all catering orders and provide guidance to hospitality specialists.
• Manage client vendor relationships and validate vendor invoices for processing.
• Provide advanced administrative skills in typing, proofreading, and editing documents.
• Assist with various internal and external events and coordinate office-wide special projects.
• Greet visitors and validate against guest lists, providing necessary access and parking validation.
• Serve as company concierge for guests and clients, providing tours of facilities.
• Schedule meeting rooms and ensure necessary supplies and setups are ready prior to meetings.

Requirements

• High School diploma or equivalent; college education is a plus.
• 2-3 years of experience in the hospitality and service industry preferred.
• Previous management experience required.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Excellent written and verbal communication skills.
• Strong customer service skills and ability to work under pressure.
• Ability to set goals and prioritize objectives.
• Familiarity with meeting room management software and reporting.
• Knowledge of Skype Client and Bridge Operator Console.

Nice-to-haves

• Experience with iVisitor guest check-in software.
• Expertise in coordinating and planning events.
• Ability to create and implement new ideas for events.

Benefits

• Flexible schedule