"Visitor Services Representative"

Job Summary

The Visitor Services Representative serves as the primary point of contact for all visitors to Parks Hall at Georgia College & State University, ensuring a professional, welcoming, and secure environment. This role manages the reception area, coordinates visitor access to secured facilities, oversees mail and delivery services within the building, and provides administrative support for building operations. The position requires excellent interpersonal skills, meticulous attention to detail, and the ability to exercise sound judgment in managing visitor interactions and facility-related matters. The Visitor Services Representative reports to the Executive Assistant to the Vice President of Finance and Administration.

Responsibilities

Visitor Relations - 65%

• Serve as the first point of contact for all building visitors, creating a welcoming and professional atmosphere while determining the purpose of their visit.
• Verify visitor identification and issue appropriate access credentials for secured areas, providing assistance as needed.
• Ensure consistent coverage of the reception area during all business hours, including early arrival to open facilities.
• Maintain adequate inventory of visitor supplies and informational resources.
• Coordinate with building departments to maintain a current event calendar, enabling effective visitor guidance to appropriate locations.
• Function as the primary building information resource, demonstrating comprehensive knowledge of occupant locations, specialized areas, and facility layout.
• Document visitor inquiries and requests, responding appropriately using knowledge of building operations and established protocols.
• Liaise with Special Assistants and Executive Assistants throughout the building to maintain awareness of scheduled visitors and address emerging issues.
• Coordinate parking reservations for visitors and events as requested.
• Monitor building signage and marketing materials for accuracy, reporting discrepancies to appropriate departments.

Administrative Support & Building Operations - 30%

• Coordinate scheduling of conference rooms throughout the building.
• Provide logistical support for building-hosted events and sponsored activities.
• Facilitate mail and delivery operations within the building, including receiving, sorting, and distributing incoming items and managing outgoing mail services.
• Maintain and regularly update the building occupant directory.
• Identify and report facility issues to the Building Manager in a timely manner.
• Process work orders for the building and perform general data entry tasks in facility management systems.
• Serve as liaison between the Building Manager and maintenance contractors for building and equipment projects or servicing.
• Support the Building Manager in coordinating safety and security procedures, including fire alarm testing, sprinkler system inspections, and secured access system management.

Other - 5%

• Perform additional responsibilities as assigned to support departmental objectives and building operations.

Required Qualifications

Educational Requirements

High school diploma or GED with a minimum of two (2) years of related office and administrative experience required. Relevant training or education may be substituted for a portion of the required experience.

Required Experience

Experience with calendar and meeting management.
Experience operating multi-line telephone systems and handling calls with courtesy, efficiency, and accuracy.
Proficiency with computers and standard office equipment.
Experience with Microsoft Office Suite applications.

Preferred Qualifications

Preferred Experience

Proven work experience as a Receptionist, Front Office Representative, or similar customer-facing role. Advanced proficiency with Microsoft Office applications, including Outlook, Excel, PowerPoint, and Word.
Experience working in a higher education environment.
Background supporting multiple professionals and interacting with a broad range of stakeholders, including executive leaders, faculty, staff, vendors, students, and parents.
Strong proficiency in Microsoft Outlook Calendar management. Innovative thinking with demonstrated conceptual and problem-solving skills.

Knowledge, Skills, & Abilities

ABILITIES

Demonstrated ability to work effectively with all populations and constituencies.
Proven ability to be resourceful and proactive in addressing issues and responding to emergencies.

KNOWLEDGE

Working knowledge of basic office procedures and protocols.

SKILLS

Demonstrated ability and commitment to provide excellent customer service with effective communication skills.
Microsoft Office applications, including Outlook, Excel, PowerPoint, and Word.
Innovative thinking with demonstrated conceptual and problem-solving skills.

Other Information

This is not a supervisory position.
This position does not have any financial responsibilities.
This position will not be required to drive.
This role is not considered a position of trust.
This position does not require a purchasing card (P-Card).