Administrative Assistant/Conference Center Coordinator
Provided administrative assistance support for the customer service front desk under the general direction of the U.S. General Services Administration, Golden Gate Property Management Office, located at the Phillip Burton Federal Building & U.S. District Courthouse; 450 Golden Gate Avenue, San Francisco, CA.
FRONT DESK CUSTOMER SERVICE
• Meet and greet Visitors/Tenants, determine nature of visit and assist them or refer them to the appropriate Manager, Staff member.• Handle heavy multi-telephone lines, answered calls, screened, and referred calls to the appropriate personnel.• Researched information of government agencies, locations, and general information to walk-in Customers/Tenants.• Communication via email (Lotus Notes), or in person with Tenant request, Managers' general referrals, regarding conference center inquires, meeting times, conference call setups, etc.• Processed Heads of Agencies Memorandums of important Building information via email, or by hand delivery to Heads of Agencies on various issues (i.e. security, Tenant Committee Meetings, Building Projects, or just updates on Building Management changes.• Assisted staff with Contractor clearance procedures: took photos of individuals for government contract jobs, and provided them with and I.D. clearance badge to work in a level 4 secured Building. • Took instructions from Managers, Vendors, Contractors, and or Tenants on request to enter the Federal Building, which entailed preparing the forms necessary for them to complete in order to bring in, or take out equipment, furniture, visit Associates, and enter other Federal secured spaces.• Sign in and out keys for Contractors and Vendors to enter custodial closets, telephone closets and conference rooms.• Written up office plans and procedures for front desk, service calls, and conference center procedures. • Processed various other general clerical forms and duties requested by Managers, Staff or Program Analysts.
CONFERENCE CENTER EVENT COORDINATOR
• Performed and maintained the duties and responsibilities of coordinating the Conference/Meeting Center for the Phillip Burton Federal Building and U.S. District Courthouse, and the San Francisco Service Center which covers many conference rooms.• Received telephone calls, email and walk in conference room reservations. Assigned desired room received event information and noted equipment requested daily.• Provided information to Tenant or Non-Federal Agency of room capacity and setup configurations, audio/visual equipment, or available data lines for computer or telephone availability for conference calls. • Participated closely with Supervisor of Special maintenance for setup of conference rooms and equipment.• Placed confirmation calls and prepared weekly schedule for location of room and update a Lobby Kiosk of Events scheduled.• Maintained files, manuals for references and updated procedures for conference center to assist office Staff.• Took service calls, dispatched to the appropriate Building Contractor for assistance if necessary and provided any and all assistance as needed for conference center and meeting rooms.• Communicate prices, negotiated fees, and completed documents necessary for reservation. Documents were either sent by email or facsimile for billing.• Collected payments, processed payments and updated logs in manuals; referred credit card payments or checks to other office Staff as necessary for payments received. • Reported to Sr. Building Manager or Property Manager upon receiving request for conference room reservations from Top Head of Agencies for security issues (Congresswoman Nancy Pelosi's office, U.S. Marshals' Office, U.S. District Courthouse Judges', etc.).• Trained office Associates' on operation of Conference Center procedures and audio/visual operations so that they could provide assistance upon my absence.
MAINTENANCE/CUSTODIAL SERVICE CALL/CALL CENTER SUPPORT
• Responsible for receiving, entering service calls on maintenance, or custodial complaints from Tenants of the U. S. General Services Administration Federal Government and all other Federal Agencies onto Region 9's Maximo/Maxweb Program. Located at the Phillip Burton Federal Building, U.S. District Courthouse, as well as the Federal Building at 50 United Nations Plaza, San Francisco, CA.• Once the call is entered onto the Maximo program, it is opened as a work ticket and dispatched to the appropriate service call technician/mechanical engineer for resolve. The work is completed, referred back to me for a callback to the Tenant report as to if service was satisfactory; if the work was more involved and more time was required the Manager would then be notified or Project Manager on site. • Generate reports on service calls for Manager's analysis for Building equipment.• Work with Managers' and Project Managers' on special work tickets and service request, and coordinate with Contractors.• Routed various Building service tickets to outside Vendors for resolution of complaints from Tenants.• As requested provided reports from Maximo to Excel documents for Sr. Property Manager, or any one of our Property Managers' on difference Contracts for resolution of high level concerns, and request for action from many Federal Agencies (U.S. District Attorney's Office, U.S. District Court Judges', U.S. GSA Regional Offices, U.S. Pretrial Services, DEA, FBI, DHS, etc.).• Closed out calls received in a timely manner and provide reports of action to Manager, Project Manager plus placed follow-up calls to Tenants' to ensure satisfaction of work. • Trained Contractor employees/or Staff on procedures to Maximo/Maxweb Program for service calls (i.e. entering/closing and follow-ups, and dispatching to the appropriate personnel; and trained two Building Engineers on the program for their Building.• Written out instruction of procedures to programs, filed and kept records necessary when I was unavailable to assist for office Staff.