Tech Center / CS Coordinator

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POST DATE 9/16/2016
END DATE 10/16/2016

Eaglewood Resort and Spa Itasca, IL

Itasca, IL
AJE Ref #
Job Classification
Full Time
Job Type
Company Ref #
Entry Level (0 - 2 years)
High School Diploma or GED


The Conference Concierge (CC) is responsible for handling all aspects required for the daily operation of the Technology Center and handle all guest requests at the Conference Concierge desk appropriately and in a timely manner. QUALIFICATIONS : EDUCATION, KNOWLEDGE, TRAINING, & WORK EXPERIENCE High school degree. 1-2 years Administrative support experience 1-2 years experience in a position with heavy guest and client interaction Proficient computer software knowledge - Microsoft Word, Excel for Windows, PowerPoint, Internet Explorer. Microsoft Publisher, Delphi & Opera knowledge is helpful. Typing 35-40 WPM Excellent communication and organizational skills Strong physical ability for frequent handling of packages and materials, requiring lifting, pushing, pulling weight of up to 50 lbs. Strong ability to multi-task various assignments accurately and quickly. Must be able handle pressure well in a fast pace customer service environment. Ability to work as a team member. Ability to focus attention on details ESSENTIAL FUNCTIONS : Handle all guest requests, answer desk phone during scheduled shift, and make sure Conference Concierge desk is staffed at all times during scheduled shift and operating hours. Monitor Conference Concierge email messages frequently throughout the day for important communications and handle all requests appropriately. Follow up and respond to each message with appropriate plan of action Make sure all Technology Center equipment is in proper working condition, including fax machines, computers, phone and internet lines, printers, copiers, postage machine, and paper shredder. Troubleshoot any problems and place service calls, as necessary. Make sure Technology Center and Conference Concierge desk areas are always kept clean, neat, and organized. Since Technology Center is available to guests 24 hours, this area must be checked and maintained before departure of last scheduled shift. Manage all incoming faxes for guests and distribute to guests appropriately. At the end of each day, all leftover faxes to be placed in envelopes and delivered to the Front Desk for delivery to guestrooms. Create the kiosk break schedule for the following business day in the absence of the Supervisor, and give copies to Kiosk staff and post 1 copy on board. Check paper supply in fax machines, printers, and copiers throughout the day and also make sure there is adequate supply available in the office. Manage and maintain all copy and fax machines throughout the facility, including troubleshooting, routine maintenance, placing service calls, and submitting meter readings. Enter all daily group charges into OPERA system submitted by Conference Services Managers. Compile appropriate paperwork and distribute to Accounting. Activate all phone numbers in OPERA system (for phones ordered in meeting rooms), in order for phone call charges to be applied to appropriate groups Handle all incoming and outgoing mail. Distribute to department mailboxes daily. Record all guest and master account charges accurately and obtain appropriate authorized signatures. Work with Purchasing Department to keep track of incoming packages and materials for groups and guests. Make sure the Shipping Log is faxed to Conference Concierge once a day by 3pm which displays all materials received that day. Coordinate shipping requests for internal and external guests. Record all outgoing packages handled by the Conference Concierge with 100' accuracy and post all charges accordingly. Run the Event Posting Report reflecting scheduled events for the following business day and distribute appropriately. Make sure this report is free of obvious errors and (TBAs) before distributing to departments. Program the monitors to display all onsite events for each group on a daily basis. Prepare standard door signs to display outside each meeting room per the Event Posting Report and changes communicated by Catering and Conference Services Managers. Display current hours of operation for Conference Concierge and Technology Center, and instruct how guests are to receive assistance after business hours. MARGINAL FUNCTIONS : Monitor inventory of office supplies, and order as needed. Create appropriate name badges, name tents, etc for a scheduled event or group, as requested. Create directional signage for groups as needed. Monitor inventory of standard signage boards. Keep track of distribution of these signs to various departments. Communicate important information needed for the following scheduled shift effectively and consistently. For example, please indicate the status of projects, and where finished projects are located. Assist other departments with various administrative projects, as needed. ENVIRONMENT : Indoors, well lit, carpeted, climate controlled environment. Employment Status: Full Time Rate of Pay: $ 14.00/hr Equal Opportunity Employer M/F/D/V