Receptionist and Hospitality Assistant

New York, NY

Hours: 12:00pm – 8:00pm

Responsibilities:

The Receptionist and Hospitality Assistant is responsible for answering the firm’s phone lines, greeting all visitors, managing all conference rooms and pantries, as well as act of the face of the firm as the first point of contact for all visitors and callers. This is role is based out of our Manhattan office.

Phones and Visitors:

• Responsible for answering all incoming phone calls for office and subtenants
• Greet visitors (pointing them to the right conference room, hanging coats, etc.)
• Announce guests to respective attorney(s) and/or staff member(s)
• Email respective attorneys or department managers and HR if staff members call out for personal or sick days

Conference Rooms, Meetings and the Firm Calendar:

• Monitor and maintain Firm calendar
• Schedule meetings on Firm calendar for employees, subtenants and outside parties if approved and requested by supervisor
• Schedule car reservations
• Order food for meetings (shared task with other receptions)
• Calendar employee absences on the firm calendar
• Occasionally book travel for attorneys
• Keep the conference rooms’ appearance neat and clean according to firm standards
• Prep conference rooms for late night or next day meetings
• Restock water and juices in conference room credenzas (light lifting of water and juice cases required)
• Order supplies for conference rooms as needed (mugs, glasses, pencil holders, etc.)

Kitchen Maintenance:

• Responsible for keeping all kitchens clean, neat, organized, and stocked
• Empty the dishwasher in the morning and clean everything from the previous night
• Clean Microwave on a bi-weekly basis
• Maintain coffee machines, water dispensers and other kitchen equipment (coordination with CDC coffee vendor)
• Order kitchen supplies

Courier Services and Fax:

• Receive copy vendor deliveries and contact appropriate personnel of delivery
• Receive food deliveries and contact appropriate personnel of delivery
• Ensure that outgoing courier packages are picked up
• Schedule courier service for pickup of hand deliveries
• Forward incoming faxes to recipients and appropriate parties

Miscellaneous:

• Maintain supplies for private ladies’ bathroom
• Assist with other projects as assigned

Physical Requirements:

• Walking around the office
• Bending, using a step stool, and light lifting for stocking kitchen and conference room credenzas
• Pushing supply cart (up to 20 lbs.)