Operations Coordinator - Biltmore Building

Essential Job Duties

The TBB Operations Coordinator is responsible for maintaining a safe, welcoming, and organized environment at The Biltmore Building. The Attendant will cover the entry desk and serve as the first point of contact for tenants, employees, and visitors. This role includes overseeing daily building operations, providing exceptional customer service, and ensuring building security and safety during operating hours. Key responsibilities include ensuring building security, facilitating building access and parking needs, and assisting with building operation administration.

Reception, Security Management, Surveillance
o Greet and verify the identity of visitors, vendors and clients in a friendly and professional manner before granting access to the building or specific areas.
o Screen all visitors though entry camera/intercom to verify appointments prior to granting access.
o Coordinate with tenants and employees to maintain visitor schedules as able.
o Monitor and control all access points, ensuring only authorized individuals enter the premises.
o Maintain a visitor log, including names, times, purpose of visit, and contact information; visitor badges and ensure all guests are escorted to their destination
o Document all security incidents in detailed reports for management review.
o Monitor security cameras and other surveillance systems to ensure all areas of the office are secure; vigilant for unauthorized individuals or suspicious activity.
o Regularly check and report any issues with locks, alarms, or other security equipment.
o Ensure the building is properly opened and secured at the beginning and end of each shift.

Administrative and Support Duties
o Assist Building manager with building systems and efficiencies; use Avigilon data reports to assist in parking and office space planning.
o Assist with contracts, policies, leases and addendums; monthly billing for rent parking, and room rentals.
o Serve as point of contact for incoming and outgoing mail, courier services, and packages. Notify occupants of any deliveries.
o Assist with building supply orders and vendor scheduling.
o Answer and direct incoming calls to the appropriate person or department. Use discretion to screen for sales calls or unnecessary transfers.
o Maintain a clean, organized, and welcoming reception area.
o Refer all verbal requests to the correct channel of documentation. Ensure maintenance requests are re-routed to the workorder system MaintainX.

Trespasser Management, Incident Handling, Emergency Response
o o Approach and engage unauthorized individuals professionally
o Act as the first point of contact during emergencies, including fire alarms, medical incidents, or security breaches inclusive of building evaluations and lockdowns.
o Communicate building concerns to the engineering team and building management.

Surveillance and Monitoring
o Monitor security cameras and other surveillance systems to ensure all areas of the office are secure.
o Regularly check and report any issues with locks, alarms, or other security
equipment.
o Ensure the building is properly opened and secured at the beginning and end of each shift.

Emergency Response
o Maintain up-to-date knowledge of Biltmore’s Emergency Operation Procedures.
o Act as the first point of contact during emergencies, including fire alarms, medical incidents, or security breaches inclusive of building evaluations and lockdowns.
o Escort Emergency personnel to medical incidents within the building.

Communication and Reporting
o Communicate building concerns to the engineering team and building management.
o Collaborate with Building Manager and Engineering Manager to continually
enhance building operation efficiency and innovation.

Qualifications

Education Requirements
1. Minimum: High school diploma or equivalent (GED).
2. Preferred: Additional training or coursework in security, criminal justice, or related fields.
Experience
1 Previous experience in security, law enforcement, or a related field is highly preferred.
2. Experience in customer service, reception, or front desk roles with an emphasis on safety and professionalism.

Technical Skills
1. Knowledge of access control systems and keycard systems
2. Proficiency in monitoring and operating video surveillance and alarm systems.
3. Basic computer skills for maintaining visitor logs, email correspondence, and report writing.
4. Microsoft Excel data management experience.

Interpersonal Skills
1.Strong verbal and written communication skills to effectively interact with employees, visitors, and vendors with situational discretion.
2. Ability to enforce rules and procedures while maintaining a professional and courteous demeanor.
3. Excellent conflict-resolution skills and the ability to de-escalate tense situations.

Key Personal Attributes
1. High attention to detail.
2. Professional appearance and demeanor suitable for a front desk position.
3.. Strong problem-solving and decision-making abilities.
4.. Trustworthiness and ability to maintain confidentiality with sensitive information.

Preferred Qualifications
1. Familiarity with legal regulations regarding workplace safety and security.
2. Previous training in Conflict Resolution and De-escalation
3. CPR, First Aid, and AED Certification for handling medical emergencies.

Physical Requirements

1. Ability to stand, walk, and patrol as needed.
2. Physical fitness to swiftly respond to security concerns or emergencies (e.g., ability to run or lift objects up to 25–50 lbs if needed).
3. Comfortable working under pressure in emergency or high-stress situations.