Full-Time Customer Service Representative - Conference Center Receptionist: PaTTAN

Customer Service Representative Conference Center Receptionist The Customer Service Representative Conference Center Receptionist serves as a professional and customer-focused first point of contact for visitors, guests, and event attendees. This position ensures smooth daily operations of the receptionist area, management of incoming communications (phone, email, etc.), support of Conference Center activities & logistics, and various other administrative tasks associated with PaTTAN initiatives. All job functions are to be executed through the lens of high-quality customer service. Customers are defined as both internal and external clients. Examples demonstrative of high-quality service may include, but are not limited to, the following: Prompt responsiveness to inquiries. Professional and courteous verbal and nonverbal communication Proactive problem solving Promote a customer-centric service environment for guests and staff. Welcome and greet visitors, guests, and conference attendees in a genuine, friendly, and professional manner. Direct individuals to conference/meeting rooms, restrooms, beverage stations, and event schedules. Maintain a clean, organized, and professional lobby environment; monitor publication materials and update or replace as needed. Promptly notify staff when visitors and/or deliveries have arrived. Manage the primary phone system by answering all calls in a professional and courteous manner. Transfer calls to the requested party and/or assist callers with finding an alternative party or solution. Strive to proactively solve/assist callers with support needs, concerns, and other opportunities. Maintain Contact Us email communications and provide necessary follow-up, support and/or forwarding. Support conference center operations. This includes, but is not limited to: Managing external reservations for non-PaTTAN event requests. Utilizing resource scheduling software for event bookings and room allocations. Coordination and confirmation of event logistics (i.e., catering, technology, room design, etc.)Generating event reservation reports and reminder communications to staff for upcoming events. Contacting PaTTAN staff regarding requests for assistance from conference attendees and/or hosts. Following safety and security protocols, issue visitor badges, and maintain visitor logs. Maintain office supplies, conduct periodic inventories, and place orders as needed. Support PaTTAN communications by assisting with the ongoing review of staff announcements, shoutouts, public calendars, and general website content. Provide "back up" support to other customer service representatives on an as needed basis, such as training attendance and survey data entry, booking consultants' travel & hotel accommodations, entering employee expense reimbursement submissions, and other general administrative tasks that can be completed at the front desk area. This support will primarily occur when help is needed to cover other CSR absences and/or additional "bandwidth" is needed for state-wide initiatives. Maintain emergency procedure knowledge and participate in evacuation responsibilities. Performs other duties as assigned by supervisor or leadership team. Follows all federal, state, and local laws/requirements pertaining to privacy practices, including but not limited to, FERPA and HIPAA. In addition, knows, observes, and adheres to all LLIU and PaTTAN policies and procedures.

Self-directed with effective time management and a proven ability to work with minimal supervision. Ability to multitask, perform under pressure, and manage stress while maintaining productivity. Excellent organization and attention to detail Ability to handle confidential information. Ability to access keyboard and phone system, vocal output required. Strong computer and software knowledge: Microsoft O365 MS TEAMS, OneDrive, and SharePoint Utilization of VOIP telecoms systems Record Management Databases/Solutions