Receptionist

We are seeking a professional, personable, and highly organized Receptionist / Office Services Assistant to join our Miami Office Services team. This in-office role provides general office support through a variety of administrative and operational tasks while serving as the first point of contact for visitors, clients, and team members.

The ideal candidate will welcome guests with friendly and polished demeanor, manage the Firm’s main switchboard efficiently, and support daily office services operations in a fast-paced professional environment.

Responsibilities Include

• Greet clients, visitors, and vendors while providing exceptional customer service and assistance.
• Answer firm calls professionally and courteously and routing to the appropriate Firm member in a timely manner.
• Screening calls effectively to prevent solicitors from being transferred to Firm members.
• Answer virtual reception video calls and announce visitors for those locations quickly and efficiently.
• Provide callers with general information including company addresses, directions, website information, and related inquiries.
• Maintain reception and immediate conference rooms clean, organized, and professional appearance.
• Assist with conference room scheduling, setup, and hospitality services for meetings and events.
• Coordinate, order, and receive catering requests for Firm events.
• Validate visitor parking and log all validations.
• Maintain facility work order requests and communicate with building engineers to ensure office facilities are at the highest standards.
• Maintain and update the building directory board.
• Schedule overtime air conditioning.
• Coordinate with building management and outside vendors regarding office-related needs.
• Assist with onboarding coordination and office setup for new employees such as access cards.
• Maintain confidentiality of sensitive information and communications.
• Complete administrative research assignments as requested.
• Schedule conference rooms and hotel offices in Zoom.
• Attend Zoom team meetings by video and in person.
• Respond promptly to internal requests and provide excellent customer service to all Firm personnel.
• Attend departmental meetings, training, and cross-functional support activities.
• Assist with Firm meetings, marketing, and HR events, and other internal or client-facing events.
• Liaison between Orion Real Estate, Provenance Wealth Advisors and BayBridge Real Estate Group (sublessors) and building management:
• Submit building work orders and forward expenses to the finance department for billing.
• Greet clients and direct them to their suite/conference room.
• Assist in scheduling conference rooms.
• Assist in distributing their mail and packages.
• Periodic coverage for Office Services Team members when they are out of the office include and are not limited to:
• Manage incoming and outgoing mail, courier deliveries, and package distribution.
• Accept, log, and distribute all incoming and outgoing packages and deliveries.
• Monitor and order office supply inventory and coordinate restocking requests.
• Support document handling, scanning, copying, and printing projects.
• Perform additional office services and administrative duties as assigned.
• Maintain shared areas stocked, clean and organized.
• Set up and clean up catering orders.
• Assist decorating and setting up firm internal events.
• Additional Office Services responsibilities will be included as needed.

Qualifications

• Associate degree or higher.
• Prior receptionist, office services, administrative assistant, or customer service experience.
• Professional communication and interpersonal skills.
• Strong customer service orientation and positive attitude.
• Ability to multitask and prioritize responsibilities effectively.
• Proficiency with Microsoft Office Suite, MS Teams, Zoom and office equipment such as printers, copiers, and scanners.
• Strong organizational/follow up skills and diligence.
• Ability to maintain professionalism and confidentiality in a corporate environment.
• Dependable, punctual, and team oriented.
• Strong verbal and written communication skills.