<p>Position Summary:</p> <p>The successful receptionist/office coordinator provides general reception services, office management services, and supports the Baltimore Operation, while ensuring consistently high levels of quality, service, and customer satisfaction. The right person will be adaptable, dynamic, and embody City Experiences' RESPECT Service System</p> <p>Duties and Responsibilities:</p> <p>Reception</p> <p>Greet persons entering office, determine nature and purpose of visit, and direct or escort them to specific destinations Interact with internal and external customers in a friendly and helpful manner consistent with Our Service System Operate telephone switchboard to answer, screen and forward calls, providing information, taking messages and scheduling appointments Maintain fleet phone list, distribute updates to fleet on a regular basis File and maintain records Provide information about establishment including but not limited to location of offices and vessels, employees within the organization, or services provided Transmit information or documents to external and internal customers, using computer, mail, or facsimile machine</p> <p>Office Management</p> <p>Operate office equipment such as fax machines, scanners, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications Ensure that office machines are maintained in good working order, coordinate repair services when necessary Ensure that general office supplies are available and restocked Maintain general office upkeep (office & kitchen supplies), office equipment (copier/scanner/fax machine), and any office maintenance issues that arise Coordinate outgoing shipments and incoming deliveries to office (USPS, FedEx, UPS as well as items needed for group cruises, weddings, etc.) Collect, sort, distribute and prepare mail, messages, and courier deliveries Manage the dock freight area and accompanying storage room Act as liaison between office and building management for maintenance requests Assist with conference room scheduling and set up as needed Assist in set up of office activities, lunches, and events Additional job duties as assigned</p> <p>Financial Administration</p> <p>Assist in credit card reconciliations Receiving and processing of office related invoices in a timely manner</p> <p>Accountability The successful office coordinator will personally contribute to the unforgettable guest and shipmate experience, be favorably viewed by supervisors and peers, and be swift and efficient in the execution of their assigned duties. Performance will be measured by management evaluation, and feedback from peers.</p> <p>Requirements & Qualifications:</p> <p>High school diploma or equivalent required Prior administrative experience preferred Communicate effectively in oral and written form Ability to read, write and speak English to comprehend and communicate job functions Effectively deal with internal and external customers some of whom will require high levels of patience, tact, and diplomacy Proper office and phone etiquette Always maintain professional appearance Must be able to maintain a level of confidentiality Maintain high level of organization, able to multi-task Must be detail-oriented Must be able to move, transport, and position materials up to 50 pounds Proficient with Microsoft Office applications (especially Outlook, Word, Excel) Establish and maintain effective working relationships as required by job responsibility</p>