Concierge, Facilities and Office Services

At Athena, we empower possibility through transformative delegation. True leaders reflect on what they want in life and map the path to get there. We clear the way by pairing exceptional Philippine-based EAs with our driven clients and ensuring both receive ongoing support throughout the journey. The result is 10x more leverage, more time, and a greater impact on our clients' work and lives.

With a waitlist growing by the day, Athena has already showcased compelling demand. As part of the Athena team, you will have an exponential opportunity, empowering the fiercely ambitious to reach the most audacious goals.

Role Overview

We are looking for a dynamic and customer-focused Concierge to join our Facilities and Office Services team. The Concierge will oversee facilities and office operations at our Aurum and Cebu offices, providing a welcoming and efficient environment for teammates, clients, and visitors. Responsibilities include reception handling, visitor engagement, client and executive visits, travel management, budget management, office supplies management, and courier services.

Duties & Responsibilities

-Welcome and greet candidates, executives, clients, and visitors with high energy and enthusiasm.

-Coordinate with cleaning staff to maintain a clean and organized office environment.

-Work with other site Community Coordinators to send and receive documents.

-Champion office events and activities

Office Maintenance:

-Report any issues within the office to the Facilities team.

-Experience in scheduling, booking meeting rooms, and coordinating office activities.

-Attention to detail in record-keeping, reporting, and logging requests.

-Familiarity with facilities operations (access badges, security protocols, visitor management).

-Understanding of meeting room setups, AV equipment, and office logistics.

-Knowledge of workplace health & safety practices.

-Ability to assist with small office events, employee engagement activities, or visitor hosting.

Visitor and Applicant Engagement:

-Work with the recruitment team to ensure alignment on applicant handling.

-Set up client-related requests and coordinate with operations.

Administrative Tasks:

-Familiarity with room booking platforms, visitor registration systems, and helpdesk tools.

-Comfortable generating reports or updating logs for accountability.

-Coordinate shuttle services, trip logs, and invoices and manage driver/messenger schedules and company vehicles.

-Ensure a steady flow of logistics and the safety of employees during emergencies.

Client and Executive Visits:

-Ensure all client and executive visits are well prepared.

-Assist in making sure business-related policies and procedures are followed.

Key Stakeholders

-Both internal and external stakeholders Skills

-Excellent Communication Skills: Fluent in English, with a strong ability to convey information clearly and professionally, both verbally and in writing.

-Proficiency with G-Suite Applications: Skilled in using Google Workspace tools, including Gmail, Google Calendar, and Google Docs, to manage tasks and communicate effectively.

-Event Management: Adept at organizing and coordinating events, including the ability to manage large groups, schedule logistics, and ensure seamless execution of activities.

Behavioral Competencies

-Energetic, pleasant, lively, yet poised.

-With smart and professional look

-Friendly, inviting personality and charismatic

-Adaptive to different nationalities and cultures.

-Excellent customer service skills.

-Resourceful and able to bring forth creative solutions to any problem.  

-Trustworthy and reliable, demonstrating consistent and honest behavior.

-Discretion and confidentiality in handling staff and guest information.

-Collaborative team player with a customer-first attitude.

Relevant Experience Required

Extensive Guest Services and Event Coordination: Minimum 4 to 5 years of experience in managing guest services, room reservations, as well as organizing and managing events like onsite events and conferences or workshops.

Customer Interaction and Service Excellence: Proven ability to interact with customers from diverse backgrounds, address needs promptly, and consistently deliver high service standards in the hospitality industry, including upselling and promoting special offers.

Front Desk Operations and Security Protocols: Strong track record in managing front desk operations, handling inquiries, directing visitors, and ensuring building safety through familiarity with security protocols in site reception.

Effective Communication and Problem-Solving Skills: Excellent verbal and written communication skills, adept at problem-solving, working collaboratively with teams, and maintaining high accuracy and service standards.

Educational and Certification Requirements Graduate of a 4-year university course, preferably a business-related course in HR, Tourism and administration, logistics, hospitality or Supply chain.

Direct Reports and Span of Control : Reports to the Facilities Manager

Equal Opportunity Employer: At Athena, we are deeply committed to fostering an inclusive and diverse workplace environment. We believe that diversity enriches our organization, enhances creativity, and drives innovation. We are dedicated to providing equal employment opportunities to all individuals regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or any other characteristic protected by applicable laws. We strive to create an environment where everyone feels valued, respected, and empowered to contribute their unique perspectives and talents. We actively promote diversity and inclusion through our hiring practices, employee development initiatives, and company culture, recognizing that it is essential for our success as a company and as a community.

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