Front Desk Administrator

The QTI Group has partnered with a property management company located in downtown Madison. They are in search of a Front Desk Administrator. In this position, you’ll set the standard for front-line services, consistent with a Class-A real estate firm with a focus on tenant satisfaction. You’ll provide consistent and detailed administration of reception, communications, and hospitality services for multiple departments and customers. You will act as the first point of contact for all tenants, clients, and visitors, providing professional and friendly service as well as an exceptional first impression.
This is a temporary opportunity for approximately 2 months. This is onsite, Monday-Friday with full-time hours between 9 am-5 pm with flexibility. Pay is $20/hr. based on experience. Parking is included!

  • Provide Home Office front desk coverage by providing high-level customer service to tenants and guests.
  • Greet guests, coordinate conference rooms, answer multi-line phone system and route calls to the appropriate parties.
  • Collaborate with teams to provide cross-departmental coverage.
  • Provide administrative support as assigned, including recurring tasks for the front desk.
  • Provide administration, configuration, and issue resolutions for the phone system.
  • Act as a resource to colleagues by providing training and support.
  • Assist in the coordination of IT administration by maintaining software license logs.
  • Collaborate with HR for onboarding/offboarding employee technology needs.
  • Participate in IT committee meetings, assist with agenda creation, help organize documents, and take regular meeting minutes.
  • Maintain and purchase kitchen stock, office supplies, postage, and other material inventories within budget.
  • Review and process invoices to be paid in Payscan, code to appropriate budget line item.
  • Print and code credit card receipts for home office-related purchases.
  • Provide Vendor coordination, communication, and issue resolution for copiers, kitchen equipment, phone system, postage machine, laundry service, conference room technology, and shredding service.
  • Onboard new employees to office procedures and resources.
  • Set up phones and configure employee preferences, update copiers, conference room scheduling procedures, Crestron devices, coffee machine, postage machine, etc.
  • Coordination of social events.
  • Coordinate internal Coworker hospitality/acknowledgement (i.e. birthdays; holidays; weddings; births; retirements; hospitalizations; bereavement).
  • Collaborate with the Marketing Manager as needed.
  • Coordinate and schedule the use of tenant amenity spaces.
  • Develop reservation program, service pricing, and service menus for conference rooms, courtyards, and terraces.
  • Manage Tenant Concert on the Square terrace reservations including coordination of furniture rental, maintenance/janitorial resources, wayfinding, catering, and tenant communications. Coordinate special programs like flu-shot clinics and blood drives. Maintain high-level customer service coordination and hospitality with various tenants.
  • Collaborate with the Operations team for room/terrace setup (on a weekly basis), janitorial cleaning, and facility coordination such elevator programming, access control, and security staffing related to events.
  • Coordinate, distribute, and develop Tenant move-in gifts, holiday gifts, and anniversary recognition.
  • High school education is required.
  • 1+ years of office administration and customer service experience is required.
  • Familiarity and experience with Microsoft Office products.
  • Ability to operate a multi-line phone system and office equipment is required.
  • Proficient typing and word processing skills are desired.
  • Experience maintaining tenant information databases is desired.
  • Ability to work well under tight deadlines while providing exceptional customer service.