Oak View Group
Oak View Group (OVG) is the world’s leading arena development, management, and hospitality company founded in 2015 by Tim Leiweke and Irving Azoff to disrupt business as usual. As the largest developer of sports and entertainment facilities in the world, OVG prioritizes the way we do business focusing on making long-term investments in our people and our planet. We focus on building a diverse workforce and cultivating an inclusive workplace. Each day our team members around the world and throughout our local communities work together to provide the greatest experience to our fans and partners.
We celebrate and support a strong, transparent, authentic and inclusive culture focused around four core values:
- We treat each other fairly and with respect.
- We act with integrity.
- We have an entrepreneurial spirit.
- We give back to our global community.
More information at OakViewGroup.com, and follow OVG on Facebook, Instagram, Twitter, and LinkedIn.
Overview
This position is responsible for representing the organization professionally by answering incoming calls, properly routing them, taking messages, assisting customers with information, and greeting visitors.
This role will pay an hourly wage of $14 to $15.00.
For PT roles: Benefits: 401(k) savings plan and 401(k) matching.
Responsibilities
- Receive Visitors
- Maintain a supply of event lists for walk-up clients and/or phone calls to send by mail.
- Greet persons entering establishment, determine nature and purpose of visit, and direct or escort them to specific destinations.
- Determine visitor needs in a professional manner
- Direct visitors to appropriate department manager
- Offer refreshments to visitors where appropriate
- Ensure staff back up when absent from reception desk
Answer Phone Calls
- Operate multi-line telephone switchboard to answer, screen and forward calls, provide information regarding events, takes messages and schedules appointments.
- Answer and address incoming phone calls in a timely and polite manner
- Clearly determine the purpose of the call
- Deal with queries and provide correct information
- Forward incoming calls to appropriate staff person
- Take and deliver messages accurately and completely
- On a weekly basis, updates the automated telephone answering recording with upcoming events information.
- Provide event information as requested such as ticket pricing, event times, parking instructions, directions, area information, restaurant options, etc.
- Answer Admin phones for GM/DOF
Manage Mail
- Collect, sort, distribute and prepare mail, messages and courier deliveries.
- Prepare outgoing mail for pick-up or courier
- Organize courier deliveries
Monitor Administrative area
- Monitor people coming and going through the reception doors
- Issue visitor passes where required
- Be aware of and report suspicious activity
- Keep reception area clean and neat
- Maintain and organize reading material in lobby area
- Review meeting room schedules for food function set up.
- Schedule appointments and maintain and update appointment calendars.
- Maintain front office in orderly condition.
- Create purchase orders and submit them for payment.
- Log all incoming checks from clients.
- Performs other clerical duties as needed, such as filing, typing, photocopying, and collating.
- Performs other duties as assigned.
Financial
- Assist finance department with Accounts payable and receivables
- Basic bookkeeping duties
Clerical
- Photocopy, Fax/Scan documents
- File documents accurately
- Maintain equipment and report any malfunctions
- Prepare correspondence and documents as needed for department managers
- Update databases as requested
- Prepare and maintain spreadsheets
- Schedule and follow up on appointments
- Run reports and support the front office
Receptionist Skills
Personal Presentation
- Maintain a neat and well-groomed appearance
- Maintain an attentive posture
- Respond professionally to visitors and callers
Company Representation
- Maintain confidentiality and show discretion
- Adhere to company policies and procedures
- Represent organization in an ethical and professional manner
- Maintain a complete knowledge of organizational structure, personnel names and titles
- Remain calm under pressure
- Must have interpersonal skills, with the ability to resolve situations with limited incident.
Qualifications
- High School diploma or equivalent required; some college preferred.
- A minimum of 1 year front desk reception experience required.
- Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
- Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
- Ability to operate a multi-line switchboard.
- Ability to work unsupervised and to function both independently and as a team.
- Excellent oral, written and interpersonal skills.
- Professional appearance.
- To perform this job successfully, an individual should be proficient in Microsoft Office, internet proficient and be familiar with all type of office equipment.
Strengthened by our Differences. United to Make a Difference.
At OVG, we understand that to continue positively disrupting the sports and live entertainment industry, we need a diverse team to help us do it. We also believe that inclusivity drives innovation, strengthens our people, improves our service, and raises our excellence. Our success is rooted in creating environments that reflect and celebrate the diverse communities in which we operate and serve, and this is the reason we are committed to amplifying voices from all different backgrounds.
EEO
Oak View Group is committed to equal employment opportunity. We will not discriminate against employees or applicants for employment on any legally recognized basis (“protected class”) including, but not limited to veteran status, uniform service member status, race, color, religion, sex, national origin, age, physical or mental disability, genetic information or any other protected class under federal, state, or local law.