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Office Specialist
3 months ago
EPAM Continuum currently seeks a full-time **Office Specialist** for our Boston studio. The Office Specialist oversees guest services coordination of meetings and workshops and is also responsible for the planning and execution of evening events hosted in the studio in addition to shared coverage of the front desk. The Office Specialist acts as a concierge to staff, guests, and clients visiting the space
- anticipating needs and ensuring the studio always maintains a pristine appearance. This is a hands-on role requiring the ability to see the big picture as well as the smallest details. As we welcome colleagues to in-person work, this highly visible role is expected to evolve over time to best support the EPAM community.
**Who you are**:
You should possess excellent communication skills, an analytical approach to problem solving, be detail-oriented, organized, able to multi-task, and possess a strong work ethic. Relationships are important to you and the care that you give to each plays a key role in your success; people want to work with you.
The Office Specialist is often the first introduction guests will have with EPAM Continuum, so it is essential that you are a friendly, polished, and professional representation of the studio. EPAM Continuum endeavors to challenge its employees, so you should have a flexible mentality and willingness to learn.
Your strengths: you listen, you make things happen. You’re collaborative and insightful, you’re comfortable in all types of situations; you learn quickly and you’re a good teacher. You love wearing many hats, and people see you as a ‘go-to’ resource for almost any question.
Req.#618714590
RESPONSIBILITIES
- Hospitality: 45%
- Work with meeting makers and event hosts to determine hospitality needs
- Order food and beverages while staying within established budgets
- Prepare, tastefully present, and distribute meals
- Make periodic checks as appropriate/needed for replenishment
- Breakdown and cleanup meals, dishes, meetings, events
- Maintain appropriate quantities of food, beverages, and supplies for catering needs and kitchen use
- Evaluate, place special orders, or purchase items with consideration to dietary restrictions, client needs and preferences
- Manage financial component of hospitality - create and process purchase orders, accurately process purchase card receipts, expense reports, and invoices in a timely manner
- Coordinate with Guest Services Specialist to develop and manage relationships with caterers and food/supply vendors for soft drinks, alcohol, milk, equipment rental, etc
- Events: 25%
- Plan and execute networking, business, community development, and employee appreciation events
- Meet with event organizers to review event expectations and logistics
- Work with catering and other vendors to ensure event resources are in place and within budget
- Prepare event briefing and floor plan for events; coordinate with additional teams (ex: IT, Marketing) to ensure appropriate support
- Provide day-of oversight (moving furniture, setting up catering, welcoming guests to the space, etc.) for events
- Front of Office Activities: 30%
- Greet all guests to EPAM Continuum; manage guest sign-in and NDA process
- Route all incoming calls, including facilitating inbound sales inquiries
- Coordinate client/guest/employee needs, including: travel, shipping, etc
- Maintain the lobby, conference rooms and all common areas with exceptionally high level of care
- Collaborate with the Senior Office Specialist as needed to ensure premium experience for all guests and staff
- As needed, process expense reports
**REQUIREMENTS**:
- 1-2 years of experience working in a hospitality or event planning role
- Bachelor’s degree preferred
- Occasional early morning and evening hours, at times with mínimal notice
- Excellent problem solving, communication (written and verbal), and organizational skills
- Solid proficiency in MS Office suite, and adept at quickly learning new software
- Ability to perform basic computer troubleshooting is highly desirable
- Willingness and flexibility to seek and/or offer help when necessary to effectively complete work
- Precise attention to detail
- Ability to lift 30+ pounds
- In addition to a formal CV, please include a thoughtful cover letter outlining why you believe you would be a great addition to the EPAM team
**BENEFITS**:
- Medical, Dental and Vision Insurance (Subsidized)
- Health Savings Account
- Flexible Spending Accounts (Healthcare, Dependent Care, Commuter)
- Short-Term and Long-Term Disability (Company Provided)
- Life and AD&D Insurance (Company Provided)
- Employee Assistance Program
- Unlimited access to LinkedIn learning solutions
- Matched 401(k) Retirement Savings Plan
- Paid Time Off
- Legal Plan and Identity Theft Protection
- Accident Insurance
- Employee Discounts
- Pet Insurance
- Employee Stock Purchase Program
ABOUT EPAM
- EPAM is a leading global provider of digital platform engineering
