RECEPTIONIST

As a Receptionist, you will establish a warm, welcome, and professional atmosphere for all clients, recruits, customers and employees. You will be the first impression to all and will assist with operating the phones in addition to being the point of contact for all visitors, making sure guests feel comfortable and secure throughout their visit.

• Welcomes and acknowledges all guests.
• Notify meeting host of all guests arrivals.
• Anticipates and addresses guests' needs.
• Answers incoming telephone calls and transfer as needed/requested.
• Monitors and replies to all incoming emails in a timely manner.
• Notify all necessary departments of pop-up/last minute reservations or cancellations.
• Notify Office Services of out-going mail or inter-office mail to be picked up at reception.
• Escorts clients to their meeting destinations.
• Ensures all visitor names are added to Envoy.
• Edits and sends the Daily Bulletin of visitors for the current day.
• Sends out a Weekly Bulletin that includes all upcoming events, visitors coming to the office the following week and new hires.
• Distributes permanent ID badges and loaner badges as needed.
• Check that the supplies in all conference rooms on the Reception floor are fully stocked at least three times daily at 8am-9am, 12pm-1pm and 4pm-5pm.
• Ensure all client meetings have an onsite contact.
• Responsible for booking and confirming conference room and visiting office reservations as a CRC team member. This includes but is not limited to:
• Maintain conference room calendar in EMS
• Create and/or manage reservations and bookings in EMS
• Sends Visiting office welcome letters to all visitors for the following day
• Vet and confirm firmwide reservations to ensure IT info is correct
• Vet services and other requests in the EMS dashboard
• Ensure all entered billing codes are accurate in EMS, if not, reach out to meeting host for correct billing information
• Approve and assist with Visiting Office requests in OfficeSpace
• Reach out to the meeting host in order to move meetings and accommodate pending conference room requests
• Placing admin holds on conference rooms and removing visiting offices as needed
• Promotes team work and quality service through daily communications and coordination with other departments.
• Develops and maintains positive working relationships with others, and support team to reach common goals.
• Ensures front desk work area is kept clean and in an orderly state at all times.
• Provides a professional, efficient arrival and departure experience for our guests while creating a memorable visit.
• Acts as first point of contact for all activities and emergencies in the Reception area.
• Ability to memorize FAQ‘s and speak knowledgably about the building and surrounding areas, transportation, local restaurants, and New York ‘happenings’.
• Distributes car vouchers as needed.
• Performs other duties as assigned.

• A genuine sense of hospitality, with a commitment to delivering exceptional service.
• Excellent oral and written communication skills.
• Excellent organizational skills, with the ability to work under pressure, prioritize, and ability to multitask.
• Strong computer skills and knowledge of office technology/equipment.
• A good understanding of greeting clientele and the special role of a Hospitality Ambassador within a corporate environment.
• Discreet, ethical and committed to maintaining a high degree of confidentiality.
• Act as a role model for new staff members and maintain a professional disposition at all times.
• Punctual, dependable and dedicated to achieving excellence, down to the smallest of details.
• Proficiency in computer software programs, including MS Office and EMS is a plus.
• Ability to stand/walk for extended periods of time.
• Experience in a client service/reception position.