Receptionist

please send resumes to seisenberg93@gmail.com please put Steve/Stan in subject line.
Description:

Provide general office support with a variety of clerical activities and related tasks. Will be responsible for greeting visitors, answering incoming calls, directing calls to appropriate associates, processing and distributing incoming and outgoing mail, as well as additional clerical duties.

Primary Functions – please list and include percentage of time spent on each function

Receptionist Functions:

• Answers telephones and directs the caller to the appropriate associate. Will transfer a caller to an associate’s voice mailbox when the associate is unavailable.

• Greet and direct visitors to the company.

• Take and retrieve messages for various personnel.

• Provides callers with information such as company address, directions to the company location, company fax numbers, company website, and other related information.

• Receive, sort and distribute incoming mail.

• Coordinates the pick-up and delivery of express and regular mail services (FedEx, UPS, etc.)

• Type memos, correspondence, reports, and other documents as requested

• Assist Human Resource Department and Managing Directors with various administrative needs

Facilities Administration and Office Management (50%)

• Receive all deliveries

• Route shipments received including office supplies, kitchen stock, etc.

• Ensure that regular stock of office supplies and kitchen items are filled as needed. Review inventory on a daily basis and refill stock where inventory is low or empty.

Other Office and Facilities-related Functions:

• Maintain all spreadsheets regarding pantry and office supply ordering and inventory

• Apprise VP, HR of any volume changes of pantry or office supplies

• Provide analysis of usage of all pantry and office supplies to VP, HR

• Maintain budget for all facilities-related supplies.

• Reconcile facilities-related invoices, obtain VP, HR signature for payment approval, submit to Accounts Payable for payment

• Contacts property management for facility-related problems. Follows up with building management regarding un-resolved issues.

• Oversee postage usage and order additional postage as needed.

General Administrative Functions:

• Schedule and organize activities such as meetings, travel, and department activities for Managing Director and/or other managers as requested by manager.

• Answer phones for manager, as requested. Takes message or field/answer all routine questions.

• Assist manager in the management of schedule, as requested.

• Handle confidential and non-routine information with high level of discretion.

• Work independently and within a team on special and nonrecurring and ongoing projects. Act as a project manager for special projects, at the request of the manager, which may include: planning and coordinating presentations, disseminating information, and organizing senior management and/or company-wide events.

• Develops, maintains and updates filing system, as requested. Ensures accuracy and confidentiality. Retrieves information from files when needed. Develops, maintains and updates library of trade journals and magazines.

• Type and design general correspondences, memos, charts, tables, graphs, business plans, etc.

Secondary Functions – please list and include percentage of time spent on each function

• May assist with other related clerical duties such as photocopying, faxing, filing and collating.

• Other duties as requested or assigned

Job Specifications/Requirements (Preferred and Required):

• Education/Training: High School Diploma or equivalent; Bachelor’s degree preferred

• Certifications or Licenses:

• Experience: 3 or more years of related experience

• Proficiencies:

o Excellent communication (in person and over the phone) and organizational skills;

o Knowledge of MS Office (Word, Excel, PowerPoint, Access, Outlook);

o Close attention to detail

o Ability to work independently on assigned tasks as well as to accept direction on given assignments;

o Able to work collectively with other members of the client relations and administrative team

o Ability to resolve problems quickly and address internal customers’ needs

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