Receptionist Coordinator

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:

• Serve as the on-site receptionist, welcoming employees and visitors and directing questions or requests
• to the appropriate team.
• Provide on-site support for scheduled meetings, including preparing conference rooms, assisting with
• room setup, receiving food or catering deliveries, and arranging delivered items for the meeting.
• Review conference-room reservations in advance, confirm that the rooms are available and
• appropriately set up, and report technology or equipment issues to the appropriate support team.
• Monitor the overall condition of the client office space and landlord-managed common areas used by client employees, including conference rooms, the shared kitchen, restrooms, common areas, and building reception. Identify and report maintenance, furniture, technology, safety, cleaning, temperature, lighting, plumbing, connectivity, fixture, spill, hazard, or repair concerns, and submit, track, and follow up on landlord or internal service requests through completion.
• Serve as an on-site liaison between employees and the appropriate Facilities or support teams, ensuring requests are documented and followed through to completion.
• Receive, sort, and distribute company mail, packages, and deliveries; coordinate outbound shipments with the Fort Lauderdale team; and maintain necessary shipping supplies.
• Order snacks and beverages for the office, monitor inventory, receive deliveries, and coordinate replenishment based on office needs.
• Maintain an inventory of general office supplies, such as markers, erasers, pens, and paper, and coordinate restocking as needed.
• Backup Support – Fort Lauderdale Facilities Coordinator
• Provide backup only support during team member absences or periods of increased workload or project overflow, including:
• Support Facility Manager with purchasing and procurement administration, including purchase requisitions and purchase orders.
• Assist with invoice processing and Accounts Payable follow-up by collecting supporting documentation, reviewing PO status, and helping resolve discrepancies or missing information.
• Enter, monitor, and maintain Facilities-related requests and records in company systems, and follow up with vendors, employees, and internal support teams through completion.
• Support the Facilities team in maintaining and updating employee seat assignments in Zoom Workspace and processing related requests submitted through the company's ticketing system.
• Support administrative projects assigned by the client Facilities team, including creating documents, printing, filing, recordkeeping, and storing materials.
• Perform other duties and support additional projects as assigned by management.

Qualifications:

• 6+ 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.
• High school diploma or equivalent.
• Degree in Facilities Management, Business Administration, Project Management, Procurement, Corporate Real Estate, or a related field.
• Equivalent practical experience delivering administrative workplace facilities services within an office setting.

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