Receptionist/ Facilities Coordinator

Receptionist duties:

Answer phones and direct/transfer calls as needed or assist callers with inquiries.

Greet visitors, generally ensure they are comfortable.

Manage conference room reservations, ensure rooms are set up as needed with refreshments. Order meals as requested.

Manage reservations for visitor workspaces. Ensure spaces are set up for visitor in terms of equipment.

Manage provisioning and reclaiming of temporary ID badges.

Assist with sorting and distribution of mail and receive packages.

Make deposits at bank as needed.

Assist Office Ops team as needed. May assist with equipment or ID Badge orders with onboarding team.

Monitor team mailbox action as needed. Ensure all requests are responded to, either on own or through collaboration with rest of team. File and maintain the team mailbox.

Facilities Coordinator

Manage relationships and ensure proper service with post office, Fed Ex, other outside vendors.

Mail - Sort and distribute mail using one of these methods: scan and email or leave on colleague desk. On occasion, take certified mail to post office. Assist with packing and sending out of FedEx packages.

Make deposits at bank as needed.

Ensure desks of departing colleagues and visitor desks are cleaned on a regular and timely basis. Set up desks for new joiners.

Order and maintain office and pantry supplies. Stock print rooms with needed supplies. Collaborate with day matron on stocking of pantries.

Maintain good relationship with day matron and onsite facilities staff. Collaborate with both on status of repairs and maintenance of office.

Report, track, and manage repairs for NY office (both equipment and space). Generally maintain office in excellent working condition as well as supplies well organized.

Monitor team mailbox for facilities or supply requests.

This role is hybrid (2-3 days minimum in office, may vary and be more days depending on office activity). This role is part of the larger office operations team and is integral to the smooth operation of the NY office. Ability to work as part of a team, as well as good judgment, a must.

2-4 Years Experience - " Intermediate level concepts, principles and practices of providing administrative support. " Performing a range of staff and/or operational support activities for a manager or group of managers. " Answering telephones and assisting visitors. " Prepare, transcribing, composing, typing, editing correspondence, agendas and minutes and other documents. " Scheduling and coordinates meetings, events, interviews and appointments. " Preparing reports. " Gathering and analyzing basic information. " Establishing and maintaining files, databases, and other records. " Performing routine analyses and calculations involved in preparing reports. " Sorting, screening and distributing mail. " Operating standard office equipment and using required software applications. " Maintain currency in modern office management methods and techniques. " Read, comprehend and apply business related information. " Organize, manage and track multiple detailed tasks and assignments with frequently changing priorities in a fast-paced work environment. " Communicate effectively, both orally and in writing. " Work collaboratively within a team environment. " Provide a high level of customer service. " Establish and maintain effective working relationships.