JOB SUMMARY
Works under direct supervision of the Operations Supervisor and Managing Director, providing reception and office administrative support to an office.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Must be extremely personable and organized, and demonstrate the ability to work and interact with different personality types.
Receives and directs incoming calls and visitors to appropriate personnel. Solves routine issues and escalates accordingly.
Assists Concierge in providing general hospitality services and maintaining a client-ready reception area, conference rooms and other common areas. Requests building and/or equipment repairs and services as needed.
Provides back-up support to Concierge in performing general clerical duties such as distributing and tracking packages, posting mail and arranges messenger services as needed. Troubleshoots for missed deliveries.
Fields requests for and manages the schedules of conference rooms, schedules and coordinates meetings held within the office, including any equipment needed for meetings and catering.
Orders office supplies and other common use items for the office/location.
Oversees the proper maintenance of office equipment to include copiers, phone systems and printers (color and B&W). Solves minor equipment problems independently.
Oversees the proper maintenance of off-site storage records (tape back-up and hard copy). Provides guidance to Concierge on company document retention policies and procedures.
Maintains relationship with vendors that provide services and goods to the office.
Assists in the completion of the office Business Continuity plan to ensure communication during emergency situations.
Files expense reports, ensuring proper coding of invoices for services or goods for expense tracking purposes. Provides information on brokers and project or listing details for proper expense allocation.
Monitors building parking for employees and parking validation for visitors
Orders snacks and beverages for the office, and maintains the budget and inventory
Aids in the planning of all office events and promotes activities internally in a timely fashion
Should be computer savvy; proficiency with Microsoft Office is a must. Experience with Adobe Creative Suite is preferred but not required.
Assists Client Services with property marketing as needed.
Other duties as needed.