* Responsible for all facets of incoming calls and visitors to the office including directing calls to correct employee/department, taking messages, updating the telephone directory, the internal site, and Outlook directory for respective office, and Ensuring visitors to the office have appropriate visitors badge and coordinated escort following company SOPs * Responsible for mail and shipping including sorting and delivering all incoming faxes, sorting and posting all mail, receiving all incoming shipments and assisting with preparing outgoing shipments as necessary, and sending interoffice mail from the office to remote locations. * General support including: * Overseeing conference room scheduling and prepares conference rooms for meetings * Assisting with client related meeting set up, as applicable * Assisting visitors and staff with taxi and hotel bookings, as applicable * Overseeing and ordering supplies which may include office, kitchen, mailing, etc. as applicable for respective office location. Ensures adequate and orderly stocking of mail boxes, kitchen and office supply areas. * Assisting with the local directions and supervision of vendor services, which may include coffee service, food/drink vending machines, and offsite storage, and recycling/documenting shredding services. * Assisting with the office’s emergency response to fire and security alarms by calling building management, emergency personnel, escorting visitors in building evacuations, etc., as necessary. * Assisting with the maintenance of seating charts for the office. * Assisting with copying and faxing
High school education or equivalent combination of education and experience plus nominal receptionist experience. Strong computer skills in Microsoft Office Suite (Word, Excel) and Outlook required. Ability to operate office equipment such as copier, fax machine, calculator and postage machine is essential. Requires strong verbal, written, interpersonal and team-oriented skills. Professional presence and ability to interact and build relationships with all levels of employees. Ability to organize and prioritize work to meet deadlines is essential. Strong customer services skills and ability to maintain confidentiality required.
Tasks, duties, and responsibilities as listed in this job description are not exhaustive. The Company, at its sole discretion and with no prior notice, may assign other tasks, duties, and job responsibilities. Equivalent experience, skills, and/or education will also be considered so qualifications of incumbents may differ from those listed in the Job Description. The Company, at its sole discretion, will determine what constitutes as equivalent to the qualifications described above. Further, nothing contained herein should be construed to create an employment contract. Occasionally, required skills/experiences for jobs are expressed in brief terms. Any language contained herein is intended to fully comply with all obligations imposed by the legislation of each country in which it operates, including the implementation of the EU Equality Directive, in relation to the recruitment and employment of its employees. The Company is committed to compliance with the Americans with Disabilities Act, including the provision of reasonable accommodations, when appropriate, to assist employees or applicants to perform the essential functions of the job.