Front Desk and Travel Administrator

Washington, DC

Employer:

Description

Front Desk and Travel Administrator

About Palladium:

Palladium is a global company working to design, develop anddeliver positive impact on the lives and livelihoods of people around theglobe; broaden access to health, water, power, and infrastructure; buildenduring, sustainable, and transformative institutions and market systems toaddress global challenges; and conserve the natural world. We operate in over90 countries and have a workforce of 4,000 talented, motivated, and diversestaff of all religions, races, languages, and gender identities.

This Opportunity:
The Front Desk and Travel Administrator supports the Manager,Facilities and Office Services in day-to-day management of Palladium's U.S.offices, including supporting travel and events.

As such, this position is expected to be physically present in theoffice each workday to provide onsite support to the office and greet guests atreception.

Location and Compensation:

The position is based in Palladium's Washington D.C. office.

For our prospective employees in the United States, please notethat the full-time equivalent annual base salary for this position is expectedto range from $60,000 - $70,000, and successful candidates may also be eligiblefor additional, variable incentive compensation dependent on the role. Forpart-time employees, the salary will be prorated based on the actual number ofhours worked.

Please be advised that a final salary offer will be based onvarious factors, including but not limited to your qualifications, education,experience, skills, seniority, performance, and Palladium's business ororganizational needs.

If you have any questions or concerns regarding the compensationfor this position, please do not hesitate to reach out to us. We value yourinterest in our company and appreciate the opportunity to discuss thisopportunity with you.

You and Your Career:

If you are a problem-solver, collaborator, and doer, and you have experiencein front desk and office management work we are interested in hearing from you.

We are a learning organization and provide growth opportunitiesfrom the start. We pride ourselves on giving you the freedom, resources,and guidance to chart a fulfilling career!

Reporting and Supervision:

This role is part of the Facilities and Office Service team. The line manager for the role is the Manager,Facilities and Office Services. The reporting requirements include:

Attendance at all regular team meetings
Provision of regular updates (and any other reporting as requested) to the line manager
Other reporting as requested by the line manager
The role is part of the Facilities and Office Services team
The role is part of the Operational Excellence team
As delegated, the role liaises with people across the Americas' Partnership including Partners, lead department directors, and staff from other Palladium offices as needed

PrimaryDuties and Responsibilities:

TheFront Desk and Travel Administrator will be responsible for ensuring thefollowing tasks are completed consistently at a high-quality level:

Answer phones, open the door for visitors and greet clients in a personalized, friendly and inviting manger
Support the Partnership travel services. Maintain a relationship with the local branch of Palladium's corporate travel provider. Resolve issues for teams such as system accounts, reservations and customer service issues or complaints from staff and or travelers
Manage conference room meeting schedules
Support workspace allocations and Envoy hot desking software
Maintain office cleanliness and organization of resources with Facilities and Office Services team members:
- Provide facilities orientation to onboarding staff, covering office protocols such as kitchen duty, assigning access cards and bathroom keys and providing a tour of the office
- Make appointments for repairs or maintenance work.Check that agreed work by staff or contractors has been completed satisfactorily and follow up on any deficiencies
- Assist teams with shipping and use of FedEx, DHL and other accounts online including trouble shooting problems or ensuring billing codes are accurately followed
- Perform office tasks including maintaining records, ordering supplies and submitting expense reports
- Ensure office and meeting room supplies, coffee, fruit and other items are well stocked and consistently available each day.This includes stocking printer stations, kitchen areas and checking other public spaces throughout the day
- Work with all Washington DC office services vendors including National Place building management and those who provide office supplies, catering, repair and maintenance and real estate services, with an eye towards ensuring quality and value of work and streamlining and improving services where possible
- Execute, review and submit all Washington DC office services and information technology accounts and invoices.Monitor and follow up with the finance team that all invoices for essential services are processed in a timely manner with appropriate back up documentation and approvals
Ability to anticipate supervisor's and leadership's needs on a day to day basis and provide real time support when unexpected issues and challenges arise
Assist with other tasks as they may be assigned

KeyCompetencies Required:

Previous experience in working the front desk is required
Previous experience in an office management capacity
Excellent team player
Demonstrated experience in dealing with vendors and building and maintaining relationships with suppliers and vendors required
Creative problem-solving skills and a desire to create a positive working environment for colleagues
Advanced ability to adapt quickly to changes in strategy and priorities in a fast-paced working environment
Outstanding communication and interpersonal skills
Microsoft Office Experience

ProfessionalExpertise/Competencies Preferred:

Previous experience working in travel administration

Equity,Diversity & Inclusion - Palladium is committed to embedding equity, diversity, andinclusion into everything we do. We welcome applications from all sections ofsociety and actively encourage diversity to drive innovation, creativity,success and good practice. We positively welcome and seek to ensure we achievediversity in our workforce; and that all job applicants and employees receiveequal and fair treatment regardless of their background or personalcharacteristics. These include: (but are not limited to) socio-economicbackground, age, race, gender identity and expression, religion, ethnicity,sexual orientation, disability, nationality, veteran, marital or Indigenousstatus.

Shouldyou require any adjustments or accommodations to be made due to a disability oryou are a neurodivergent individual or for any other circumstance, please emailour team at accessibility@thepalladiumgroup.com and we willbe in touch to discuss.

Safeguarding - We defineSafeguarding as "the preventative action taken by Palladium to protect ourpeople, clients and the communities we work with from harm". We are committedto ensuring that all children and adults who come into contact with Palladiumare treated with respect and are free from abuse. All successful candidates will be subject toan enhanced selection process including safeguarding-focused interviews and arigorous due diligence process.

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