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Receptionist

  • Location: New York City, NY
  • Job Type: Direct Placement
  • Ref No: 20-00989
  • Date: February 12, 2020
  • Job title:

Briana Capote

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Job Description - Receptionist

KEY RESPONSIBILITIES:

  • Serve visitors by greeting, welcoming, taking beverage orders, seating, assisting with any IT requirements, and announcing them appropriately
  • Answer, screen and forward any incoming phone calls while providing basic information when needed
  • Receive and sort daily mail/deliveries/couriers, along with sending email confirmations to the appropriate employee/dept. admin once signed package arrives
  • Maintain security by following procedures and controlling access via the reception desk (monitor logbook, issue visitor badges, quarterly access card reviews)
  • Organize conference and meeting room bookings and maintain reception calendar
  • Perform other clerical receptionist duties such as filing, photocopying, collating, faxing, etc.
  • Facilities Management - monitor and maintain office and kitchen equipment and general tidiness of shared office areas.
  • Submit work orders on behalf of the office staff floors 8-10 and ensure work orders are completed accurately
  • Writing and distributing interoffice memos
  • Organizing and ordering catering for meetings and events
  • Ordering and maintaining an inventory of office and cafe supplies
  • Maintaining & tracking office and cafe supply orders within budgets
  • Performing the A/P process for corporate invoices, utilizing online accounts payable workflow
  • Year-End budget reviews for possible savings/increases
  • Provide information for Year-End vendor payment reviews and accruals
  • Vendor setup workflow from start to finish
  • Vendor contract agreements and COI reviews and file keeping
  • Act as the main point of contact for all NY operations invoices. This includes being the liaison between the Head AP Department and vendors
  • Acting as administrative support for overflow work of other departments
  • Act as a regional point of contact for interoffice employee visits and meetings
  • Act as point of contact to set up and troubleshoot WebEx meetings as well as other IT capabilities

REQUIREMENTS:

  • Proven working experience in a front office/customer or client-facing environment
  • Experience in office management
  • Professional appearance
  • Solid communication skills both written and verbal
  • Ability to be resourceful and proactive in dealing with issues that may arise
  • Ability to organize, multitask, prioritize and work under pressure
  • Excellent Microsoft Office skills including the ability to build/maintain intermediate level spreadsheets for tracking of office costs and budgets.
  • Flexibility to come in before office hours for occasional early morning meetings when necessary
  • Adaptable and self-sufficient team player
  • Experience leading projects and working with vendors
  • Experience reviewing contracts: COI review/file keeping

 




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