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Administrative Operations Receptionist
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Job Description: Supplier Intake Questions
Does this position have the potential to convert to direct? Yes
If yes, what is the conversion salary? $23/HR

What is a day in the life like for the person in this role? Office -Eaton Vance and Morgan Floor - - Company has
occupancy on 13 floors in the building. Receptionist area located on the 13th floor Office Other 12 floors are
other areas for employees and greeting rooms. Will work the Reception Desk located on floor with lots of
conference room and cafeteria space Greeting visitors and employees to office and providing direction to
locations. Manage bookings for conference room and Outlook email response to manager work order requests,
business needs, etc. Assist security with visitor access and directing to the appropriate location and notifying the
appropriate personnel that their visitor has arrived. Will answer some phone calls. The desk is only manned by 1
receptionist, but it is not overwhelming. Team members are trained to work front desk for back up support if need
to handle other duties or assistance with other projects.

Are there other skills/certifications required that are not listed in the job description? Looking for someone who
can work independently with effective results. A self-starter. Ability to give be a leader and give direction, but not
afraid to ask questions when needed. Professional friendly demeanor. Excellent communication skills both
written and verbal. Prompt, reliable, and able to work in the office 5 days a week per work schedule.

What are your non-negotiable requirements? Comfortable with computers and have Outlook experience.
Friendly professional demeanor reliable, must dependable someone who is comfortable being client front
facing. Financial Office Environment.

Dress Code: Colleagues should refrain from working in the following: No Jeans, t-shirts, hoodies, cut offs, sundresses, miniskirts, spaghetti straps or anything sheer or too tight and jean jackets.

What are 2 or 3 prescreen questions you would like to have the vendor ask the candidates and provide the
answers to along with their resume submittals?

1. Describe a time when you went the extra mile in a work-related situation to help someone else.
Why did you assist them? What was the outcome?
2. Give an example of when you had to work with someone who was difficult to get along with.
What was the situation? How did you handle it?

What is the Lift Requirement? 5- 10 lbs.

What does the interview process look like? (Ex: Zoom/MS Teams, onsite, etc.) Zoom or Teams video for 1st
Interview. Then follow up interview on site with site tour.

Work Shift - What are the workdays and hours? Monday Friday ; 8 AM 5 PM - 1 HR Lunch Break

How long do you anticipate the assignment to last? What is the possibility of extension? Assignment has the
potential to convert to FTE based on worker's job performance and End Client needs.

Work Location Is this position onsite or remote? On-Site
If remote, is it fully or partially remote? Not Remote
If partially remote, how many days per week will the person be expected to be onsite? Not Remote
If onsite, what is the onsite address or location code? MA1020-Boston-Two International Place

What are the selling points of the location (if onsite) to attract candidates? Good team environment. Professional
friendly work environment. Easy access to public transportation.

What is the COVID protocol for the site? None

Will the contractor be issued a laptop? No Will use desktop computer on reception desk.

Bill rate to CBRE?

What Background investigation package is required for this assignment? Morgan Stanley + 5 Panel + FFEIC
Is a drug screen required? Yes
If yes, what panel? 5 Panel
Is the MVR required? No

Is there any client specific paperwork required?

What is the FMC Code? 10020 - 240114.901041.MORGA
What is the Project ID? Morgan Stanley Host USA
What is the account + activity code?

Additional information



Welcomes tenants/employees and announces clients, applicants, and visitors.

Responsible for responding promptly with accurate and thorough information according to the specific requests from tenants, employees, and visitors.

Conducts a variety of front-of-house activities including: Guest registration through badging software. Guest accommodation with luggage/coats, etc. Provides visitors with information to navigate the building including pointing out nearest amenities and fire exits. Issues visitor passes and validates parking. Answers telephone in friendly, professional manner. Maintains accurate records of service requests and status.
Arranges building escorts as needed. Receives and directs incoming calls to appropriate personnel/tenants and voicemail.

Provides personal services to tenants/employees and guests including but not limited to: arranges and confirms recreational, dining, and/or business activities, arrangement of transportation & travel arrangements, office wayfinding, lobby appearance management, visitor volume tracking & reporting, reception services, visitor refreshments, storytelling & campus tours, meal & activity reservations, guest & administrative support, shipping, coordinate car detailing & on-site car refueling, laundry & dry cleaning services, gift & package orders and other services as needed.

Continually maintains neat appearance of reception/lobby area, conference rooms caf and other common areas. Serves as point-of-contact and/or extension of the facilities team as representative of the Experience team. Requests building and housekeeping services as needed. Periodically inspects common area equipment to ensure good operating condition. Arranges equipment service as needed. Determine standard supplies and information to be maintained at the front desk. May assist with temporary signage.

Performs general administrative duties associated with distributing packages and mail as required. Uses tracking systems to record inbound and outbound courier, freight, and mail. Meters mail. Arranges messenger service as needed. Follows location security procedures for screening inbound deliveries.

Supports with meeting and events tasks as assigned. May assist with scheduling, stocking and coordinating setup conference/meetings rooms, arranging for meeting equipment (i.e. projectors, video/web conferencing), ensuring equipment is in good operating condition for events, coordinating catering, securing approvals for catering expenses and reviews invoices to arrange billing to appropriate department or business unit.

Follows security and emergency procedures as defined for the property. Responds to emergency situations in a calm, efficient manner. Summons appropriate assistance and makes appropriate notifications in accordance with operating procedures.

May order and stock office supplies and other common use items for the location or common areas, such as caf supplies, equipment toner, printer paper, freight, and shipping supplies etc.

Maintains a file of services including transportation sources, accommodations, and referral contacts. May arrange convenience/hospitality services for guests such as transportation, tickets, reservations, etc.

May provide reporting and insight to clients and property teams to improve product and service delivery. May contribute site specific content for Host Digital.

Performs other duties as assigned.


HS Diploma or GED required. Bachelor's degree or professional hospitality accreditations preferred.

Prior Customer Service experience required.

A minimum of 1 year of Front Desk, Concierge, customer service or other hospitality experience is preferred.

Strong knowledge of the surrounding area and all recreational, hospitality and business related information.

Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor.

Comfortable meeting and engaging with new people.

Warm and engaging demeanor and has the ability to assess circumstances, empathize and offer help.

Utilizes a high level of attention to detail as well as strong interpersonal skills.

Has a positive attitude and a strong sense of urgency in resolving any issues that may arise.

Ability to calculate simple figures such as percentages.

Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.

Intermediate skills with Microsoft Office Suite, handheld mobile technologies and applications.

Good organizational and strong problem-solving skills. Highly adaptable and flexible.

Ability to work independently with little supervision.

Ability to work flexible work schedules based on office needs.

Strong problem-solving skills. Highly adaptable and flexible. Ability to work independently with little supervision.

ePace Technologies Inc

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