New York, NY

M-F, 830am-530pm

Reports to: Senior Director, Operations & Administration

Position Description

As the “voice” of this global enterprise and its “face” to office visitors, the Receptionist is the first contact for guests, clients and business associates, and callers to the New York office.  The Receptionist provides internal and external client service by greeting and welcoming visitors/guests, and directing them appropriately; notifies company personnel of visitor arrival; and maintains office security by following internal and building procedures.  In addition, the Receptionist maintains the cleanliness throughout the office.  A professional, pleasant and welcoming demeanor is essential to success in this position. 

Core Functions

• Answers a multi-line phone, directing callers to the appropriate staff person or answers questions as appropriate.
• Welcomes visitors and is responsible for receiving and directing visitors, employment applicants, salespersons, and customers to appropriate locations and parties; notifies personnel of visitor arrival.
• Ensures facsimiles received via the main fax line are distributed to the appropriate person.
• Maintains employee and department directories.
• Maintains kitchen and office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; and verifying receipt of supplies.
• Handles incoming mail distribution, as well as preparation of any courier service and/or overnight mail needs.
• Maintains the conference room calendars, and ensures conference rooms are clean and ready for next meeting.
• Prepares refreshments and places food orders for meetings as needed.
• Maintains safe and clean reception, office, and kitchen areas.
• Maintains security by following building management procedures.
• Handles administrative filing.
• Maintains continuity among work teams by documenting and communicating actions, irregularities, and continuing needs.
• Contributes to team effort by accomplishing related results as needed.
• Ensures operation of select equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories.
• May assist with travel/transportation arrangements for office staff.
• May assist with expense report creation.
• Perform all other duties as assigned.

Requirements and Qualifications

• High school degree or GED required.

• At Least 2-year experience as a receptionist on a multi-line phone preferred.
• Experience overseeing supplies and ensuring orders are made timely and accurately.

• Basic computer skills, specifically knowledge of Word, Excel and Outlook.

• Basic math skills.
• Employee must have the physical capability to perform all core functions of the position.  Reasonable accommodations may be made to enable individuals with disabilities to perform the core functions of the job. 

Competencies

• Communication: Listens actively and expresses self clearly in conversations and interactions with others; expresses self clearly in business writing to effectively reach the audience.
• Customer Orientation:  Demonstrates concern for satisfying one’s external and/or internal customers.  Quickly and effectively solves customer problems.  Presents a cheerful, positive manner with customers.
• Fostering Teamwork: As a team member, demonstrates the ability and the desire to work cooperatively with others on a team.
• Problem Solving: Demonstrates reasoned judgment and discipline, reserving decision making until all information is received.

• Results Orientation:  Prioritizes projects to meet required deadlines. Carefully manages several projects at once, focusing on the desired end result of one’s work.
• Thoroughness:  Ensures that work is complete and carefully reviews the accuracy of information in their work.
• Flexibility:  Open to different and new ways of doing things; willing to modify one’s preferred way of doing things.
• Adaptability:  Adaptable to the changing nature of the business.