Front Desk and Travel Administrator

Palladium
United States, D.C., Washington
Nov 03, 2024
Front Desk and Travel Administrator About Palladium: Palladium is a global company working to design, develop and deliver positive impact on the lives and livelihoods of people around the globe; broaden access to health, water, power, and infrastructure; build enduring, sustainable, and transformative institutions and market systems to address global challenges; and conserve the natural world. We operate in over 90 countries and have a workforce of 4,000 talented, motivated, and diverse staff of all religions, races, languages, and gender identities. This Opportunity: The Front Desk and Travel Administrator supports the Manager, Facilities and Office Services in day-to-day management of Palladium's U.S. offices, including supporting travel and events. As such, this position is expected to be physically present in the office each workday to provide onsite support to the office and greet guests at reception. Location and Compensation: The position is based in Palladium's Washington D.C. office. For our prospective employees in the United States, please note that the full-time equivalent annual base salary for this position is expected to range from $60,000 - $70,000, and successful candidates may also be eligible for additional, variable incentive compensation dependent on the role. For part-time employees, the salary will be prorated based on the actual number of hours worked. Please be advised that a final salary offer will be based on various factors, including but not limited to your qualifications, education, experience, skills, seniority, performance, and Palladium's business or organizational needs. If you have any questions or concerns regarding the compensation for this position, please do not hesitate to reach out to us. We value your interest in our company and appreciate the opportunity to discuss this opportunity with you. You and Your Career: If you are a problem-solver, collaborator, and doer, and you have experience in front desk and office management work we are interested in hearing from you. We are a learning organization and provide growth opportunities from the start. We pride ourselves on giving you the freedom, resources, and guidance to chart a fulfilling career! Reporting and Supervision: This role is part of the Facilities and Office Service team. The line manager for the role is the Manager, Facilities and Office Services. The reporting requirements include: Attendance at all regular team meetings Provision of regular updates (and any other reporting as requested) to the line manager Other reporting as requested by the line manager The role is part of the Facilities and Office Services team The role is part of the Operational Excellence team As delegated, the role liaises with people across the Americas' Partnership including Partners, lead department directors, and staff from other Palladium offices as needed Primary Duties and Responsibilities: The Front Desk and Travel Administrator will be responsible for ensuring the following tasks are completed consistently at a high-quality level: Answer phones, open the door for visitors and greet clients in a personalized, friendly and inviting manger Support the Partnership travel services. Maintain a relationship with the local branch of Palladium's corporate travel provider. Resolve issues for teams such as system accounts, reservations and customer service issues or complaints from staff and or travelers Manage conference room meeting schedules Support workspace allocations and Envoy hot desking software Maintain office cleanliness and organization of resources with Facilities and Office Services team members: Provide facilities orientation to onboarding staff, covering office protocols such as kitchen duty, assigning access cards and bathroom keys and providing a tour of the office Make appointments for repairs or maintenance work.Check that agreed work by staff or contractors has been completed satisfactorily and follow up on any deficiencies Assist teams with shipping and use of FedEx, DHL and other accounts online including trouble shooting problems or ensuring billing codes are accurately followed Perform office tasks including maintaining records, ordering supplies and submitting expense reports Ensure office and meeting room supplies, coffee, fruit and other items are well stocked and consistently available each day.This includes stocking printer stations, kitchen areas and checking other public spaces throughout the day Work with all Washington DC office services vendors including National Place building management and those who provide office supplies, catering, repair and maintenance and real estate services, with an eye towards ensuring quality and value of work and streamlining and improving services where possible Execute, review and submit all Washington DC office services and information technology accounts and invoices.Monitor and follow up with the finance team that all invoices for essential services are processed in a timely manner with appropriate back up documentation and approvals Ability to anticipate supervisor's and leadership's needs on a day to day basis and provide real time support when unexpected issues and challenges arise Assist with other tasks as they may be assigned Key Competencies Required: Previous experience in working the front desk is required Previous experience in an office management capacity Excellent team player Demonstrated experience in dealing with vendors and building and maintaining relationships with suppliers and vendors required Creative problem-solving skills and a desire to create a positive working environment for colleagues Advanced ability to adapt quickly to changes in strategy and priorities in a fast-paced working environment Outstanding communication and interpersonal skills Microsoft Office Experience Professional Expertise/Competencies Preferred: Previous experience working in travel administration Equity, Diversity & Inclusion - Palladium is committed to embedding equity, diversity, and inclusion into everything we do. We welcome applications from all sections of society and actively encourage diversity to drive innovation, creativity, success and good practice. We positively welcome and seek to ensure we achieve diversity in our workforce; and that all job applicants and employees receive equal and fair treatment regardless of their background or personal characteristics. These include: (but are not limited to) socio-economic background, age, race, gender identity and expression, religion, ethnicity, sexual orientation, disability, nationality, veteran, marital or Indigenous status. Should you require any adjustments or accommodations to be made due to a disability or you are a neurodivergent individual or for any other circumstance, please email our team at accessibility@thepalladiumgroup.com and we will be in touch to discuss. Safeguarding - We define Safeguarding as "the preventative action taken by Palladium to protect our people, clients and the communities we work with from harm". We are committed to ensuring that all children and adults who come into contact with Palladium are treated with respect and are free from abuse. All successful candidates will be subject to an enhanced selection process including safeguarding-focused interviews and a rigorous due diligence process.