Receptionist

The Position

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
2 days ago