Welcome Specialist

Position Summary:

The Welcome Specialist plays a key role in the Workplace Experience Americas team and a part of the larger, global Workplace Services function. They have ownership over the welcome and security process at Pax8 HQ.  The Specialist is the first face and experience for new hires, customers, employees, and guests entering the space, planning each encounter with intentionality. They focus on curating experiences that highlight the HQ Marketplace and wow the customer, while acting as a resource and concierge. The Specialist is responsible for delivering the desired outcomes from the business by continuously updating and improving our spaces to perform as a manifestation of the Pax8 Marketplace, supporting our vendors, partners, and our employees.

Essential Responsibilities:

• Responsible for the day-to-day experience at the Pax8 HQ and Marketplace, along with the WEX team, providing the best experience to all Pax8ers, customers, visitors, and new hires – coordinating an anticipated and intentional encounter for every person that enters the space.

• Offers the most positive and intentional welcome experience or encounter for every person that walks into the space, delivering on Pax8 phenomenal service by planning for and anticipating every aspect of the visit, when possible, or ensuring that every guest has access to any resources, supplies, or amenities that are needed.

• Greets all employees, guests, and customers with infectious positivity, as if Pax8 has been anticipating their arrival with excitement.

• Owns the Welcome Experience at Pax8 HQ by attending daily stand-ups and having a full understanding of all events, tours, meetings, interviews, trainings, etc. happening in the space on each day and anticipating the arrival and needs of each attendee.

• Leads new hires, customers, and guests on planned tours of the HQ – focusing on key aspects of the space and technology based on the desired outcome for the visit.

• Collaborates with Community Manager and Tech Services throughout the day to own and continuously train on technology for the welcome experience to ensure the visitors’ path begins with successful, planned programming.

• Acts as a help and info desk, or concierge, for all Pax8ers and visitors, guiding them to the space, tool, or resource needed.

• Responsible for feedback gathering for planned visitors and new hires before and after the visit, collecting preferences or restrictions on diets, drink orders, sweet treats and any other details to make the Pax8 HQ experience truly exceptional.

• Manages shipping and receiving and owns the organization and notification process.

• Manages the distribution and termination of access badges for employees and guests, escalating to Community Manager or Facilities Manager as needed.

• Owns the building amenity process, like parking and gym waivers and access, for Pax8ers.

• Acts as the first point of security for HQ, guiding guests to properly sign in with all needed info, and ensuring no unexpected or unvetted guests are given access and escalating to the Facilities or Community Manager as needed.

• Ability to quickly create content and instructions to keep signage updated and relevant.

• Responsible for the daily assignation of received WSD service tickets to the appropriate Global WEX team member.

• Opens My Pax8 WSD tickets for employees for WEX and facilities issues or requests.

• Responsible for Wi-Fi connection for visitors and customers.

• Assists in managing the space calendar and has a full understanding of all events, meetings, interviews, trainings, etc. happening in the space each day and ensures that all details are captured in the calendar for the WEX team to reference.

• Coordinates food and beverage service for reception, working with various vendors, to ensure the welcome area and board room is stocked and ready for guests and visitors.

• Attends daily standups and reviews daily bookings in WSD, along with Community Manager, to anticipate the run-of-show and needs for each day.

• Assists with Day Porter operations and directs on areas that need immediate attention, maintaining the upkeep and tidiness of the space.

• Assists with general office supply inventory to keep all areas fully stocked and ensuring that inventory is kept to a manageable level for storage capacity.

• Observes and informs Facilities Manager or Community Manager of any needed updates or repairs needed in the space.

• Assists the Community Manager and often the Sr. Manager of Internal Events in executing high-value, curated events for Pax8ers and customers.

• Assists with updating playlists on Sonos based on scheduled events.

• Assists Community Manager with the upkeep of the WEX Share Point sites.

• Supports and stands-in for Welcome Specialist or any WEX roles as needed.

Ideal Skills, Experience, and Competencies:

• At least five (5) years of office management or reception experience, preferably in a hospitality-driven or community-focused environment.

• Expert skills with Microsoft Office Suite.

• Proficient knowledge around A/V systems and hardware.

• Knowledge of ServiceNow ticketing system within Workplace Service Delivery.

• Strong communication skills and ability to manage stakeholders.

• Knowledge around various access control systems, as well as security procedures.

• Strong customer-service focused attitude with urgency to follow-up.

• Highly organized and detail-oriented with an ability to prioritize and handle multiple tasks and projects simultaneously. ​ 

• ​​Ability to grasp complex ideas and change direction quickly in a fast-paced environment.

• Positive attitude.

• Strong verbal and writing skills.

Required Education & Certifications:

• B.A./B.S. in a related field or equivalent work experience.

Compensation:

• Qualified candidates can expect a compensation range of $56,000 to $70,000, or more depending on experience.

Expected Closing Date: 11/04/24

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