Concierge/Office Coordinator

Overview

This position provides administrative and technical support to the Workplace Services function at First Citizens Bank. Greeting all visitors, clients and employees, overseeing the "Welcome" experience. The role is responsible for event planning, hospitality, concierge support, front desk duties, coat and luggage check in, event coordination, welcome packets, and building maintenance support. Supports coffee services, reservation assistance, car service assistance, surveying guest experience, and reception metrics. Manages the reception inbox, arranges for new hire badges, coordinates desk & conference room reservations, and new hire onboarding welcome. Processes invoices and answer phones. Acts as liaison to lobby security for external visitors and contractors. Works closely with both internal and external parties in the completion of daily activities.

• Business Support - Assists with a variety of tasks to facilitate Workplace Services operations. Enters project, work order, and portfolio data into the department tracking system.
• Event Planning- Responsible for room set up, catering orders, coordinating with vendors, building access, and managing guest arrivals efficiently.
• Accounts Receivable - Monitors approval status and payment of invoices, and follows up as necessary.
• Documentation - Ensures Workplace Services monthly metrics are accurate and up-to-date.
• Communication - Cultivates and maintains strong professional communications with executives, associates, and vendors to solve issues that arise during the course of Workplace Services activities. Resolves property issues by working directly with landlords and vendors. Creates and records written communication between parties for documentation purposes.

• Hospitality background
• Event planning and execution planning experience
• Customer service and front desk background
• Time management skills
• Strong communication and collaboration skills
• Team player
• Basic Microsoft knowledge (Outlook, OneNote, Teams, ect.)
• Ability to lift 40 pounds

• Administrative support
• Vendor management skills
• Strong sense of discretion and professionalism