Event Receptionist

: POSITION: Event Receptionist DEPARTMENT: ADMIN REPORTS TO: Human Resource Manager FLSA STATUS: Non-Exempt Full Time Hourly Summary ASM Global, the leader in privately managed public assembly facilities, has an excellent and immediate opening for an Event Receptionist at the Shreveport Convention Center/Municipal Auditorium in Shreveport, Louisiana. Under direction of the Human Resource Manager, the Full Time Event Receptionist team member's primary responsibilities include the following functions in accordance with ASM policies. Essential Duties and Responsibilities

• Answers incoming calls and determines purpose of callers, and forwards calls to appropriate personnel or department.
• Retrieves messages from voice mail and forwards to appropriate personnel. Returns calls as needed.
• Takes and delivers messages or transfers calls to voice mail when appropriate personnel are unavailable.
• Answers questions about organization and provides callers with address, directions, information about events at the facility and other information.
• Welcomes on-site visitors, determines nature of business, announces visitors to appropriate personnel, directs visitors as needed.
• Receives, sorts, and routes mail, and maintains and routes publications.
• Manages and maintains conference and board room.
• Performs other clerical duties as assigned, such as filing, typing, photocopying, and collating.
• Maintains the supplies for Admin breakroom
• Service administrative support to HR, Directors, and Managers.
• Assist with scheduling of orientation, interviews, and staffing as needed.
• Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered by Directors or Managers
• Composes and types routine correspondence.
• Organizes and maintains file system, files correspondence and other records.
• Answers and screens Director's/Manager's telephone calls and arranges conference calls.
• Coordinates Director's/Manager's schedule and makes appointments.
• Greets scheduled visitors and directs to appropriate area or person.
• Makes copies of correspondence or other printed materials.
• Prepares outgoing mail and correspondence, including e-mail and faxes.
• Orders and maintains supplies and arranges for equipment maintenance.
• Act as liaison between vendors/clients/guests as required by staff members.
• Take care of routine office matters, including solving guest and/or exhibitor problems as needed.
• Provide/place order for event business equipment, flowers, and linens as needed.
• Collect vendor/exhibitor order and update event spreadsheet for event staff and show decorators; and take orders at the event, update and modify exhibitor packets as need for event/tradeshows
• Ensure final event paperwork and/or documents are complete before transmitting to Finance for processing.
• Design, prepare and print in-house event signage using both paper and vinyl and peeling and transferring vinyl medium when available.
• All other duties/responsibilities as required

Qualifications

• Must be 18 years of age or older
• Must pass a background check
• Detail oriented
• Ability to work unsupervised and to function both independently and as a team member
• Demonstrates a high level of professionalism with high enthusiasm and is team oriented
• Demonstrated ability to learn new software programs
• Proficient with Microsoft Office Suite.
• Ability to work weekends as needed.
• Professional with excellent organizational, written and oral communication skills.

Supervisory Responsibilities Responsibilities include training employees; assigning and directing work. Working Conditions

• The working hours are scheduled based on the needs of the facility. PART-TIME ON-CALL scheduling.
• Must have reliable transportation and be able to report to work as scheduled.
• Maintain a client service-oriented attitude.
• Ability to work long and irregular hours that may vary due to functions and may include day, evening, weekends and holidays and can work flexible schedules

. Education and/or Experience

• High School diploma or equivalence and two years related secretarial experience. And or training; or equivalent combination of education experience.

Skills and Abilities

• Outstanding verbal communication and customer service skills required
• Must be able to follow oral and written instructions and communicate effectively with others in both oral and written form.
• Ability to prioritize tasks and to handle multiple tasks at a time
• Remain flexible and adjust to situations as they occur
• Must be available to work irregular hours including nights, weekends and holidays as needed.
• Ability to type at least 55 wpm
• Must be proficient in Outlook, Microsoft Word, Excel and PowerPoint
• Ability to use all office equipment, computer, calculator, fax machines, copy machines
• Good communication, problem solving and organizational skills
• Excellent customer service and public relations skills

Computer Skills

• Word
• Excel
• Multi-line phone system
• PowerPoint
• Outlook

Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to move around the facility; and sit or stand for long periods of time. Note The essential responsibilities of this position are described under the headings above. They may be subject to change at any time due to reasonable accommodation or other reasons. Also, this document in no way states or implies that these are the only duties to be performed by the employee occupying this position. To Apply Apply at - Tracey James Human Resource Manager Shreveport Convention Center 400 Caddo St Shreveport La, 71101 Applicants that need reasonable accommodations to complete the application process may contact 318-841-4243. ASM Global is an Equal Opportunity/Affirmative Action employer, and encourages Women, Minorities, Individuals with Disabilities, and protected Veterans to apply. VEVRAA Federal Contractor.