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