A highly regarded philanthropic organization is looking to add a receptionist to their team. The Reception team is the first point of contact, and provides the first impression for the various groups we support. The position requires a combination of socially distanced and virtual interaction with employees, clients, high profile visitors, various levels of management, and vendors. This position collaborates with other on-site operations staff and will provide back up when needed for other departments including assisting with catering, reporting facilities issues and coordinating vendor services when needed. Off-hour support will also be needed at times. The position requires outstanding customer service skills, the ability to multi-task and work in a fast paced / changing environment. A consistently upbeat attitude and a 'can do' approach to challenging situations is a must.
Responsibilities
Hours range from 8am - 5pm, 9am - 6pm or 10am - 7pm on most days, with early or late coverage, as needed
Overseeing the Reception desk and Reception area along with our current Reception team
Ensure overall presentation of the Reception area including magazines, closets and flowers
Monitor and maintain the Reception inbox and phone-lines
Answer multi-line phones, handle solicitation calls and connect calls to proper contacts
Manage meeting and conference room coordination and bookings
Assist with events and event related tasks as they arise
Be familiar with the daily schedule of meetings and VIP contacts
Coordinate with other Reception team members to organize responsibilities and tasks
Assist with the work-flow of other departments including directing requests or issues to Facilities, Food Services, Cleaning Services, Mailroom and Security, and following up to ensure completion
Maintain complete confidentiality concerning meetings, guests, events and overall operations
Order food for daily employee lunch
Approve invoices, provide documentation of charges, and view expenses with an analytical eye
Maintain various building documents including the Art Book and Employee Directory
Communicate with management on important or timely issues
Special projects and handling of delegated tasks as needed
Inventory of products and supplies
Oversee new employee set-up
Qualifications
Minimum 1 year experience in a reception, customer service, retail or hospitality environment
Bachelor's degree required
Exceptional organizational skills
Strong multi-tasking, prioritization skills and ability to learn and remember names
Ability to uphold a professional demeanor under pressure
High level of proficiency with Microsoft Word, Excel, PowerPoint and Outlook
Superior customer service / relationship management
Team Player with strong interpersonal and communication skills
Strong written and verbal communication skills
Availability to work evenings and occasional weekends as needed