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Global asset management firm headquarter in Palm Beach Gardens, Florida is seeking to hire a Temporary to Permanent Receptionist/Administrative Assistant to act as one of two first points of contact and provide primary reception and administrative coverage for the office. They will also provide general office and facilities support. The position reports directly to the Director, Global Administrative Services (based in NYC), requiring 5 days on-site from 8am-5pm daily. The ideal candidate is highly detail-oriented with a mature and professional demeanor.
Responsibilities:
- Provide primary reception and telephone coverage. Handle incoming calls in a professional and courteous manner
- Professionally greet and direct all visitors, including clients and vendors
- Coordinate all conference room bookings, following company procedure: receive requests for bookings from staff members and create Outlook calendar invites
- Assist in the day-to-day front office administrative and facility related activities
- Maintain the office’s reception, kitchen, conference rooms, supply, mailroom and printer areas. Tidy up conference rooms as needed between meetings. This may include wiping down tables and credenzas, light mopping and sweeping.
- Maintain office supply inventory list and order supplies. Stock the kitchen, supply room, printer locations and restrooms (if internal) maintaining all in a neat and organized fashion. Back-up other office suites with these duties, as needed
- Coordinate catering needs for client and other office meetings or events
- Train admin staff on reception and office tasks, responsibilities and processes
- Provide administrative support to office employees or employees that may visit
- Coordinate transportation service and other travel-related arrangements as needed
- Submit building maintenance tickets for facility related services
- Assist with facilities onboarding (key fob access, ID badge coordination and desk setup)
- Coordinate and implement all remote visitor access and flex desk setup processes
- Perform filing, printing, binding, shipping and data entry tasks as needed for various departments
- Update and distribute company telephone directory as needed
- Update and maintain various internal employee and vendor lists
- Assist with updating and maintaining the office policy and procedure manuals. Take the lead in maintaining the latest version and any updates for the office location
- Coordinate the ordering and distribution of company print materials including business cards, letterhead, and marketing materials as needed
- Sort and distribute incoming/outgoing mail including faxes and priority overnight mail
- Organize domestic and international couriers and shipping services
- Maintain office records and other documentation thoroughly and accurately, in accordance with company policies. This includes required employment law posters as needed
- Provide administrative and coordination support for various business office projects and tasks
- Provide administrative assistance to various company departments as needed including collating data, preparing reports, marketing materials and data entry tasks
- Ensure completion of all office logs including sign-in and security procedures
- Event planning and coordination
- Available to stay late to meet deadlines or for after-hour emergencies as needed
- Provide back-up support and coverage for the Office Administrative Team
- Other duties may be assigned by the Director, Global Administrative Services, and other senior managers
Qualifications:
- Team player with the ability to multi-task and prioritize. One should be able to achieve goals and satisfy deadlines in an accurate, timely, and efficient manner. This individual must be process and detail-oriented, with the ability to identify opportunities for improvement within the stated areas of responsibilities noted above
- Minimum of 2-4+ years’ of recent experience in providing administrative support and office coordination tasks in a fast-paced corporate office
- Proficient in Outlook, Word, PowerPoint and Excel
- Communicate with the highest degree of transparency and follow-up within reporting line
- Ability to communicate in a professional and courteous manner
- Excellent professional written skills is required
- Demonstrate the ability to coordinate multiple projects concurrently including providing necessary project status follow-up
- Strong work ethic and comfort level working in a high-volume environment
- Ability to work independently while fostering a collaborative environment and functioning in a team structure
- Excellent customer service skills with a strong attention to detail
- Professional disciplined and organized work style
- Punctuality and reliability are essential
- Courteous and professional demeanor required
- Ability to work effectively with all levels of management within the company and promptly resolve issues or recommend improvements in a positive solution-driven manner
Compensation/Benefits:
- 65K Base + Discretionary Bonus + Benefits
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