Receptionist

Summary

An investment firm is seeking a friendly and proactive receptionist to be the face of their company. As the first point of contact for visitors, this person will play a crucial role in ensuring they have an exceptional experience when they step into their office.

In this role, the receptionist will greet guests with a smile, set up and manage meetings efficiently, and assist with general office administrative work. Their ideal candidate should be a very motivated self-starter who provides general office support in a well-organized and timely manner. The ideal candidate will combine a pleasant personality with a dynamic professional attitude, creating a warm, inviting environment for employees and guests alike.

Responsibilities

• Exceptional Guest Services: Ensure flawless, professional, and high-caliber guest experiences. Anticipate and respond to guests’ needs.
• Effective Communication Hub: Handle incoming calls, take messages, and screen calls. Liaise with executive and administrative assistants to manage scheduled meetings.
• Meeting Preparation: Set up meeting rooms, including technology setup, and assist with meal service support for business lunches.
• Promotion of Amenities: Inform guests about available amenities and accommodate their requests.
• Mail Management: Handle incoming and outgoing mail, including detailed tracking and reconciliation of shipping charges.
• Vendor Assistance: Direct vendors to the appropriate locations for service.
  
  

Office Administration

• Tidiness and Organization: Maintain orderly office working areas.
• Supply Management: Stock conference rooms, printer rooms, and kitchens with necessary supplies.
• Inventory Monitoring: Assist the office manager in monitoring inventory levels and placing replenishment orders.
• Facility Maintenance: Report any needed repairs promptly.
• Storage Organization: Unpack and organize orders in storage areas.
• Daily Checklist Completion: Handle tasks like loading/unloading dishwashers.
  
  

Technology Administration

• Tech Troubleshooting: Resolve office-related malfunctions and address requests (e.g., copiers, toner supplies, audio-visual systems).
• Conference Room Support: Assist in developing conference room documentation and manage audio-visual system setup.
• System Maintenance: Daily testing and updates for meeting room technology systems.
• Inventory Tracking: Keep technology-related inventory documents up to date.
  
  

Requirements

• Punctuality and Flexibility: Arrive at 8:45 AM to open the office gates. Flexibility for occasional early/late meetings.
• Professional Demeanor: Highly responsible, reliable, and professional.
• Organizational Skills: Strong attention to detail and multitasking abilities.
• Adaptability: Seamlessly pivot between tasks and prioritize effectively.
• Tech Proficiency: Proficient in technology and office administration.
• Initiative and Ownership: Motivated self-starter with an ownership mentality.
• Effective Communication: Excellent oral and written communication skills.
• Office Equipment Knowledge: Familiarity with printers, copiers, and audio-visual systems.
• Discretion and Confidentiality: Handle sensitive information with care.
• MS Office Proficiency: Particularly Outlook and Word.