Will report to Office Manager (OM) and work closely with Office Services (OS) to maintain copy, kitchen, conference and reception areas.
Maintain staff phone directory for quick call transfers
Will take inventory and report low stock to OM
Promptly answer incoming calls or intercom, take and delivery accurate messages via email
Keep track of events, personnel and visitors in conference rooms to best of their ability
Book conference rooms and visitor offices for guests and staff as needed
Will be first point of contact for any maintenance trouble, and will communicate clearly to OM and Facilities to resolve
Create an exceptional first impression for guests, to represent the firm in a positive and professional manner
Arrange for catering, and act as liaison between food service staff/caterers and the firm to ensure perfect ordering and timing (to be shared with OS)
Maintain and coordinate details of daily meetings and events in all conference rooms, in order to best direct guests
Receive and direct deliveries
Assist staff or guests with special requests i.e. car service, directions and suggestions for local accommodations
Assist administrative assistants with document production, assembling large print jobs (task to be shared with OS)
Assist staff with administrative tasks such as scheduling, room booking, catering, filing, scanning, copying, expense reporting
Identify areas in need of improvement, and notify OM
Willing and able to assist other administrative staff with administrative tasks and responsibilities
Qualifications:
Strong written and verbal communication skills
Polished, business-professional or business-formal attire
Proven experience as Receptionist, Concierge, Administrative Assistant or similar
2-yrs experience in high volume role
Hands-on experience with office equipment (copier, scanner, spiral binding, postage machine, multi-line phones video conferencing)
Multi-tasking: Ability to answer and transfer calls while professionally greeting/welcoming/directing and announcing guests appropriately (includes noting guests' full names and staff they are here to see); includes maintaining conference rooms, cleanliness of guest reception, beverage offering, guidance throughout office
Excellent interpersonal skills and ability to collaborate well in a team, as well as with building management and security
Extremely organized, detail-oriented
Able to prioritize workload, and take direction with minimal supervision
Operates with discretion and confidentiality in VIP environment
Takes detailed notes/reminders, is aware of delivery timelines and freight registration process for deliveries
Comfortable using MS Outlook to book space for staff, and calendar reminders for themself
Able to work well under pressure in a fast-paced, deadline-oriented environment.
How-can-I-help-you? attitude towards both guests and staff
Manual dexterity and physical mobility, including ability to move frequently from reception area to conference rooms and throughout office
Ability to assist with technology in conference rooms, i.e.: Cisco Webex phone and video calls, HDMI port connections, screenshare and AppleTV and Guest WiFi info at the ready
Please submit your resume for consideration!
You can use WorkGrades to collect and manage your references for free and share them with us or anyone else you choose by visiting workgrades.com/home/candidate. Candidates with references are always preferred by our clients. Now is the most important time to stand out from the crowd. We suggest that you ensure you have updated your LinkedIn profile and that you start collecting your references early.