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Department Overview
The Administration Department is responsible for providing administrative and logistical support to the entire organization. The role of the department is to keep the office organized and ensure that everything runs smoothly. In addition, the Administration Team makes sure that policies and procedures are being followed. The department’s primary responsibilities include scheduling, expenses, travel and assisting with other duties allowing those they support more time to carry out their responsibilities.
Position Responsibilities
Company is looking for an experienced, dynamic Reception / Concierge in our Huntersville office whose responsibilities include delivering white-glove customer service while screening calls, supervising and greeting guests and assisting employees as well as acting as the face of the Firm. The ideal candidate is a consummate host, able to handle all aspects of several meetings a day seamlessly and will maintain a flawless front of the house. This role requires a professional, friendly, diligent, energetic individual with exceptional attention to detail.
Regular tasks will include, but not be limited to, the following:
− Serving as gatekeeper, both in person and on the phone, for the Firm, greeting employees and clients
− Heavy calendar management and coordination of catering for onsite meetings
− AV set-up, monitoring and cleanup for meetings and conference rooms
− Distributing incoming mail and handling outgoing USPS and FedEx packages
− Placing catering orders for all Firm meetings liaise with Administrative Support Team as needed
− Coordinating with the Administrative Support Team as needed to ensure seamless client service is provided to all employees
− Reconciling catering invoices and submitting for Manager approval
− Invoice management / tracking via Workday and Admin Invoice Tracker
− Ordering and stocking office and kitchen supplies. Review supply invoices and verify accuracy for payment. Log expenses in invoice tracking system.
− Maintaining organized inventory of supplies and toners
− Restocking office supplies in kitchen, copy rooms, meeting and common areas as needed
− Monitoring office space and common areas to report necessary repairs / cleaning
− Providing copier and printer maintenance. Calling for service as needed and logging all equipment issues.
− Coordinating and monitoring on site vendors such as HVAC and building engineers
− Running local errands in Huntersville as needed
− Supporting ad-hoc projects as needed
Candidate Requirements
Qualifications & Experience:
− Bachelor’s degree required
− Professional experience related to Reception, Concierge and / or Customer Services required, within a corporate office setting preferred
− Demonstrates problem-solving, organizational and time management skills
− Ability to proactively handle changing demands in fast-paced environment with strong multi-tasking skills
− Confident, outgoing, professional, upbeat demeanor and phone voice
− Strong verbal and written communication skills and professional presentation
− Punctual, thorough, meticulous and highly accurate
− Collaborative and a “no task is too small” demeanor
− Ability to maintain confidentiality in all aspects of job responsibilities
− Experience using Microsoft Suite (Outlook, Excel, PowerPoint), CRM, SharePoint and Workday is a plus
− Strong work ethic, flexible with regards to work hours
− Enthusiastic about working in office and creating a Gold Standard hybrid work culture
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