Receptionist

Parsippany, NJ 07054

Posted: 11/01/2019 Industry: Admin Job Number: 9287

Job Description


RESPONSIBILITES:

  • Prepares the facilities for the day s activities. (In the absence of the Operations Manager, this position will also be responsible for opening the office.)



  • Answers the main incoming telephone line and route calls or takes detailed messages appropriately. Provides messages only via email or firm s carbon-copy message pads.



  • Uses CRM system to look up contact information and produce and maintain client mailings, including birthday cards and holiday cards.



  • Maintains and upkeeps conference rooms and other office amenities such as the kitchen, coffee bar area, client restroom, etc.



  • Reports problems from nightly cleaning service to Operations Manager.



  • Maintains office, kitchen, coffee bar and restroom supplies inventory, checking levels weekly, ordering and replenishing supplies as needed.



  • Coordinates Chief Executive Officer s needs with his Executive Assistant.



  • Assists with company functions and events such as client dinner, holiday party, and other internal and external events as requested.



  • Handles document production requests as needed.



  • Secures designated backup for times of absences from the front desk.



  • Distributes incoming mail and packages.



  • Prepares outgoing mail and packages and coordinates timely pickup with carriers as needed.



  • Maintains vendor files, office administration and Chief Operations Officer s files as needed.



  • Provides a written weekly recap report to manager using the Weekly Recap form by close of business each Friday.



  • Sets up equipment resources (conference rooms, laptop, conference bridge, etc) prior to each meeting to avoid conflicts.



  • Provides administrative support including but not limited to travel arrangements, scheduling and preparing reports to the Chief Operations Officer.





QUALIFICIATIONS:

  • Associates degree preferred



  • Minimum of 3 years experience in client or customer service role



  • Excellent written and verbal communication skills



  • Competency with Microsoft applications including Outlook, Word, Excel and PowerPoint



  • Ability to learn and use online applications



  • Good time management skills



  • Capable of utilizing utmost discretion and sound judgment when handling information and matters.


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