Administrative Receptionist - New York, NY
Branch ID: 5100
Pay Rate/Salary: $65,000.00 - $75,000.00
Work Hours: 8:30am to 5:30pm Non-Exempt
Position Reports to: Office Manager
Compensation: DOE. Bonus Eligible Discretionary + OT + Medical Benefits
Administrative experience in a corporate environment, possessing excellent written and verbal communication skills. Extremely punctual and reliable to open office promptly at 8:30AM. Friendly demeanor. Flexible to work overtime (early morning or after hours as needed).
- Front desk and Reception coverage, answer and screen phone calls, transfer and announce callers to professionals; take clear and concise messages. Greet visitors, escort to conference rooms, notify office professionals guests have arrived and provide refreshments. Sort and distribute mail, sign for all packages, deliver packages to recipient and keep inventory of deliveries. Prepare FedEx and UPS labels for shipments, packages given to couriers. Arrange hand delivery messengers as necessary. Keep reception area neat at all times. Newspaper deliveries brought into office each day and placed in reception.
Administrative support to visiting professionals:
Assign and reserve visitor offices, book necessary conference rooms, tend to individual lunch orders or any catering requirements. Print materials for meetings, copy, scan and email documents.
Coordinate car service and travel for professionals or clients
Arrange catering when necessary, tidy conference room immediately after meetings end
- Support to Office Manager. Liaise with Building Management's office on behalf of Office Manager. Collect necessary documentation from company vendors to submit into building management software to schedule and upload for any vendor work visits. Set up recurring deliveries into the building vendor access system. Enter all guest names and visitors into the building management software.
Day to day support to Office Manager
Accounts Payable invoice coordination
Coverage Support to the Executive Assistant to the Chairman
Phone support back up as necessary
All mail and deliveries direct to Executive Assistant
Assist with shipping or messenger delivery of any packages.
Conference room scheduling using MS Outlook, enter all guest names into calendar and building security system. Review daily meetings at the end of each day and early morning. Adjustments to room reservations may be necessary at times
Ã¢âï¿½ Provide back up support to team Administrative Assistants
Ã¢âï¿½ Weekly pantry and copy room supply orders
Ã¢âï¿½ Pantry deliveries placed within kitchen by vendor. Perishable items to be put away in refrigerator. Re-stock refrigerator at the end of each day.
Ã¢âï¿½ Reserve visitor rooms and meeting rooms for professionals when in NY
Ã¢âï¿½ Provide administrative support as necessary to visiting professionals
Ã¢âï¿½ Arrange catering requests and set up conference rooms for breakfast or lunch
Ã¢âï¿½ Timely arrival for all morning catering deliveries and set up.
Ã¢âï¿½ Responsible for reception area, conference rooms, copy room and pantry
Ã¢âï¿½ Daily checklist: Check conference rooms and pantry at the beginning and end of each day. Make sure they are tidy and fully stocked with beverages, etc.
Ã¢âï¿½ Coordinate with team assistant for immediate clean-up of conference room when meeting is over
Ã¢âï¿½ Special projects to be assigned by Office Manager
Knowledge & Experience: Ã¢âÂ¦College degree or equivalent work experience is required Ã¢âÂ¦Minimum of at least 5 administrative receptionist experience, preferably in the financial services industry Ã¢âÂ¦Demonstrate ability to exercise excellent judgment and discretion in handling highly confidential information Ã¢âÂ¦Strong written and verbal communication skills and proven ability to communicate clearly and professionally with individuals at all levels, internally and externally Ã¢âÂ¦A high degree of professionalism and strong work ethic coupled with a sense of responsibility and integrity required Ã¢âÂ¦Ability to resolve problems independently and work with a high degree of autonomy and responsibility Ã¢âÂ¦Strong time management, hours of work strictly observed, good organizational skills with attention to detail Ã¢âÂ¦Strong computer proficiency in Microsoft Word, Excel, PowerPoint and Outlook is required. Team Mentality & Skills: Ã¢âÂ¦Excellent teamwork and interpersonal skills Ã¢âÂ¦Openness and complete understanding of company operations, policies and utilizing new skills as necessary Ã¢âÂ¦Works well with others to achieve common goals Ã¢âÂ¦Builds relationships and shares knowledge of work flow with team assistants Ã¢âÂ¦Seeks to understand by listening and communicating honestly and effectively Ã¢âÂ¦Collaborates productively to ensure best results are achieved
The Company supports affirmative action and equal employment opportunity. The Company will provide equal employment in employment practices to all applicants for employment. Employment decisions shall be made without regard to any protected characteristic such as, but not limited to, race, color, religion, gender, age, disability, national origin, ancestry, citizen status, gender identity, sexual orientation, marital status, status in regard to public assistance, disabled veterans, recently separated veterans, Armed Forces service medal veterans and other protected veterans, genetic information and other legally protected classes. Furthermore, the Company is an E-Verify employer. Information provided on this application will not be used for any discriminatory purposes. The Company complies with all applicable federal, state and local non-discrimination laws and regulations. The Company will provide reasonable accommodations in the application or interviewing process. If you need a reasonable accommodation in the application or interviewing process, please contact us.
New York, NY
Admin - Clerical
Direct Hire Position
Admin - Clerical
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City, State or Zip Code: New York, NY
Position Type: Direct Hire Position
Date Posted: 3/04/2019