Job Description

Description-This is a temp role and 100% onsite for a reputable financial firm.

Position overview:

We are seeking a Receptionist for our New York office headquarters. This role will be a full time, (5) days a week office-based position and is a part of the Corporate Services - Facilities function. This role is integral to shaping the workplace experience as part of the firm's Future of Work (FOW) philosophy. The person in this role will be responsible for assisting our employees, clients and guests navigate our workplace via the wayfinding support tools and will also work closely with other members of the Corporate Services team to ensure and promote an agile, client centric, productive, and collaborative environment. There will be an expectation to support events outside of regular business hours, on occasion.

Your Key Responsibilities

Responsibilities :

• Cover the front desk from 8AM – 5PM with an hourly lunch break.
• Demonstrating a high degree of professionalism and be the "face” of the firm as the first contact clients and colleagues will have in the office.
• Meeting and greeting guests and clients by receiving, welcoming, and directing them to the appropriate local host and/or meeting rooms.
• Answering switchboard and managing incoming calls.
• Maintaining the reception area and adjacent meeting rooms, ensuring they are always ready for use.
• Supporting employees in terms of office space related guidance and all hybrid/ return-to-work efforts led by the Corporate Services team in relation to wayfinding assistance, events and employee health and safety requirements.
• Understanding and enforcement of necessary security protocols and firm specific safety policies and procedures.
• This role requires participation in our Life Safety Team which includes attendance in all trainings, drills, and leadership during an emergency.
• There will be an expectation to support events outside of regular business hours, for 2-3 hours on occasion which can vary from twice a month to 6 times a month.
• Provide core Corporate Services responsibilities by effectively supporting daily operations, which include comprehensive reception and meeting room schedule management, utilizing all facilities management software for processing requests and running reports, and providing facilities support.
• Owner of our Visitor Management system which entails the upkeep, vendor management, reporting and training of the platform.
• Supporting our desk reservation tool.
• Utilizing Building (landlord owned) platforms.
• Utilizing our Facilities workorder system to process all requests to the Facilities team.
• Registering guests and visitors with building security arrangements and submitting requests with building management for appropriate access approvals.
• Assisting with messengers, couriers and signing for deliveries in the freight area and advising relevant Corporate Services team member(s).
• Backup ordering for kitchen pantry items and special orders.
• Owner of internal office signage and reprographics.
• Liaise with Workplace Technology and other business functions as required.
• Provide general administrative support, including assisting with expense reporting, travel and other light administrative tasks as needed.
• Additional ad-hoc tasks as and when required.

The right candidate for this role should have:

• Business awareness and possess a client centric attitude.
• A pleasant personality with excellent written and verbal communication skills and ability to interact comfortably with employees and guests from all backgrounds and levels of the organization.
• Understanding the different functions and key team leads for the business.
• Having an overall client centric disposition.
• Possessing a learn and growth mindset.
• Demonstrating the capacity to self-Client and learn.
• Ability to take feedback and purpose towards positive growth and development.
• Technical Ability
• Necessary skills to handle above responsibilities which include being organized, detail oriented, confident, and adept at technology needed for the role.
• Problem Solving & Analysis
• Proactive attitude with the ability to act and deliver on the responsibilities with minimal information by managing expectations of visitors including our employees.
• Bringing innovative solutions to everyday challenges.
• Providing insightful resolutions, with a level of professional discernment.
• Drive, Commitment & Proactivity
• The ability to work independently as part of a cross functional team and pursue joint goals through collaborative efforts.
• Agility and adaptability to perform not just responsibilities related to front office management but general Corporate Services and Facilities management.
• Ability to manage changing priorities and deliverables.

Your skills and experience that will help you excel

Desired requirements :

• Proven work experience as a Front Office Representative with facilities support experience.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, etc.)
• Hands-on experience with office equipment (e.g., fax machines and printers) and A/V.
• Professional attitude and appearance.
• Solid written and verbal communication skills.
• Ability to be resourceful and proactive when issues arise.
• Excellent organizational skills.
• Multitasking and time-management skills, with the ability to prioritize tasks.
• Customer service attitude.
• Education – Minimum of an Associate's degree.

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