Reception & Conference Operations Associate

About Circles Culture:  
The Circles culture is an inclusive environment that encourages self-expression and individuality. Creating a space for open communication, respect and job development empowers our employees to pursue their career goals and advance personally and professionally. Circles prioritizes the wellbeing of our employees so that our consumers experience that same level of care. 

Position Overview: 
Circles is seeking a skilled Conference Operations and Reception Associate to join our team, supporting both the reception area and conference operations at a high-traffic conference center. In this dual role, you’ll help create a welcoming experience for visitors at reception and ensure conference rooms and event spaces are maintained to the highest standards. This position requires a balance of customer service, organization, and technical setup skills, ideal for someone with a background in hospitality or customer service in a fast-paced environment. 

 This role is ideal for a candidate with a background in luxury hospitality or customer service who brings a proactive approach and attention to detail. If you thrive in a fast-paced environment and enjoy crafting exceptional experiences for both employees and visitors, this role is for you. 

 Job Responsibilities:  

Reception Duties (~50%): 

• Provide a warm, professional welcome to all employees, visitors, and vendors to provide information, direct guests to conference rooms, and ensure each has a positive first impression and five-star workplace experience. 

• Anticipate and address the needs of visitors and employees before they arise, leveraging relevant information to personalize each interaction. Create exceptional experiences that go beyond standard service, leaving lasting impressions on guests and employees alike.  

• Answer and route incoming calls via Cisco phone systems, handle routine inquiries, and escalate complex calls to the appropriate contacts. 

• Manage visitor check-ins, badge issuance, and notification of visitor arrivals. 

• Maintain reception displays to ensure tidiness, restocking literature and ensuring an orderly environment. 

• Monitor maintenance requests for the reception area and ensure timely resolution, impacting the visitor experience. 

• Maintain security by following procedures and controlling access. 

• Identify and suggest improvements in reception operations to enhance the visitor experience. 

• Provide support to the AV team for basic room setups, adjusting signage or flow as needed, and assisting with storage and retrieval of event materials. 

• Document all client interactions and service tasks in the CRM system daily to ensure accurate and comprehensive records are maintained 

Conference Operations Duties (~50%): 

• Prepare, set up, and reset conference rooms to ensure a show-ready environment for attendees, including arranging furniture, equipment, and cleanliness. 

• Collaborate with facilities movers for additional support, including relocating tables, furniture, and equipment as required. 

• Assist Meeting Services Technicians (MSTs) with basic equipment setup, wire management, power access, and retrieving and stowing equipment. 

• Report on maintenance issues related to conference rooms and work with facilities to ensure prompt resolution. 

• Assist with event setups for specialized areas, such as Lakeview, Rooftop Terrace, and GA rooms, to meet conference needs. 

• Perform daily maintenance in conference rooms, including whiteboard cleaning, marker replenishment, and adaptor replacements. 

• Manage inventory and organize storage areas for conference materials and supplies, ensuring availability and organization. 

• Other job-related duties as assigned.  

Requirements

•  Minimum of 2 years in hospitality, reception, meetings and event support, or facility maintenance. 

• Ability to lift equipment and move furniture up to 50 pounds safely. 

• High school diploma or equivalent required; additional education or training is a plus. 

• Project management experience is beneficial but not required. 

Competencies 

• Positive and proactive attitude with a willingness to assist in any area as needed. 

• Strong communication and interpersonal skills for effective engagement with visitors, team members, and vendors. 

• Professional phone etiquette and ability to handle calls with courtesy and efficiency. 

• Critical thinker with sound judgment in customer interactions. 

• Proficiency in Microsoft Office, Outlook, and other business applications. 

• Excellent organizational skills, able to multitask and manage time effectively. 

Benefits

• Medical, dental, vision insurance starting the first day of the month after hire

• Long-term and short-term disability insurance paid for by Circles
• 401k with match
• Life insurance paid for by Circles
• Generous PTO policy - Accrue up to 15 days during your first year
• Paid holidays
• One paid day off per year to volunteer
• Access to discount programs
• Four-week paid sabbatical every five years
• HSA/FSA account eligibility
• Access to Employee Assistance Program
• Access to Employee Benefit Resource Groups that provide ongoing learning and mentorship opportunities