Job Title : Front Desk Associate

Location : New York city, NY - 10175 (Onsite)

Duration : 3 Months

Job Description:

Main Role (Overall Accountability):

• Be part of the Facilities Team, assisting the Manager and Assistant Manager
• Reception duties
• Accounts Payables, Security Reports and Trackers
• Mail Processing
• Covering and training security
• Creating IT tickets
• Keeping inventory records and supplies up to date

Principle Accountabilities

• Answer and transfer calls for Genpact clients, using Avaya computer VOIP phone system.
• Making sure all calls are transferred to correct locations, using phone log or address book.
• Keeping phone log up to date, as clients change or employees exit.

Handling company mail

• Responsible for all mail and packages that comes in the office, (Fed Ex, UPS, Postal)
• Scanning mail to certain team leads or managers
• Distribute mail for those working in the office
• Place mail by security for designated remote employees to pickup
• Ensuring mail is correctly logged by the security guards

Assisting Security guard as needed

• Assist new security guard with training
• Open ticket for IT to install; Outlook, Teams, Okta and basic computer programs
• Email Facility Managers to add programs needed for reports and badging; CCTV, CCure, VMS
• Sign in visitors and vendors or temp employees on VMS or Kiosk
• Create badges as needed for new hires or employees losing badges
• Covering guards every two hours, while they do their rounds
• Request all monthly logs from security, the first of every month
• Scan monthly reports to Facilities Manager; (IDF/MDF reports, visitor logs and Daily Rosters)
• Keep all security reports in facilities cabinet

Keeping Excel trackers up to date

• Sustainability reports for Utilities, (PA American Water, UGI Natural Gas, UGI Electric
• Need to be updated as bills arrive and submitted monthly
• Yearly trackers accurately kept up to date
• Checking all vendor invoices that arrive and send to FM and FM Assistant;
• Send to account payables, US Imaging and person in charge of receiving invoices
• Add to yearly tracker; shared office tracker and Genpact Facility tracker

Respond to all emails daily

• Respond to all emails daily in a timely manner, to resolve all concerns
• Respond to emails from vendors, regarding invoices to be paid
• Research why invoices have not be paid
• Request invoices from vendors if not received
• Look in vendors websites to pull up invoices monthly and forward to AP and FM

Ordering supplies

• Order office supplies from Staples as needed, with Facilities Manager approval first
• Add order on excel tracker
• Keep inventory of coffee supplies and order as needed, from Heathland.
• Ensure Facilities Manager approves all supplies requisitions.
• Keep all files and supplies organized and locked in cabinets.

Job Type: Contract

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Day shift

Work setting:

• In-person

Experience:

• Hotel experience: 1 year (Preferred)

Ability to Commute:

• New York, NY 10175 (Required)

Ability to Relocate:

• New York, NY 10175: Relocate before starting work (Required)

Work Location: In person