Event Receptionist

Job Description

Event Receptionist | ASM Global at Pensacola Bay Center

The Tone:
This is a part-time role at ASM Global’s Pensacola Bay Center, located in Pensacola, FL. ASM Global is recognized as a leader in managing public assembly facilities, and the Pensacola Bay Center hosts a variety of events for the community. This vital role serves as the initial point of contact for all facility guests and callers, playing a crucial part in creating a welcoming and efficiently managed environment. The Event Receptionist ensures seamless communication and administrative support, directly contributing to positive guest experiences and effective event operations.

The TL;DR
• Role: Part Time
• Type: Part-time, Non-Exempt
• Location: Pensacola, FL
• Team: Reports to Event Manager
• Mission: To provide essential front desk services and administrative support, ensuring efficient communication, organization, and a professional first impression for facility guests, clients, and staff at the Pensacola Bay Center.
• Tech Stack: Multi-line telephone, two-way handheld radio, copy machine, Microsoft Outlook, Microsoft Excel, Microsoft Word.

What You’ll Actually Do
• Guest Relations & Appearance: Serve as the primary point of contact for all facility guests, consistently maintaining a friendly, professional demeanor and appearance, ensuring a welcoming environment for patrons and staff alike.
• Event Communication & Support: Actively monitor general activity during events, relaying client or guest requests to the appropriate event manager, while also managing all incoming phone calls, providing venue information, and directing calls and messages promptly.
• Clerical & Mail Management: Execute standard clerical duties, including operating a multi-line telephone, two-way handheld radio, and copy machine, alongside receiving and accurately distributing all incoming mail.
• Detailed Record Keeping: Maintain precise logs for incoming contractors, visitors, and packages, and diligently manage lost and found items by labeling and securely storing them.
• Computer & Scheduling: Proficiently operate computer systems for email communication (Outlook) and document management (Microsoft Word and Excel), and work flexible, irregular hours dictated by the event schedule, including days, nights, and weekends.

The Must-Haves
• Background: High school graduate or obtained GED, demonstrating knowledge of standard office practices, procedures, and industry terminology, suitable for an Early Career role.
• Experience: Minimum of one year in a clerical, front desk, or receptionist position, with a proven ability to perform standard office duties effectively.
• Skills: Excellent organizational, written, and oral communication skills; strong computer proficiency with operational experience in Microsoft Windows-based platforms, including Outlook, Excel, and Word; and the ability to operate industry-related equipment.
• Bonus: Proven ability to work with limited supervision, prioritize tasks, manage multiple projects simultaneously, exercise judgment in resolving problems, and a willingness to be trained on specific facility procedures and policies.