* Perform the leading initial “point of contact" role for the office in answering and directing incoming calls, tracking associates’ whereabouts, greeting guests, signing in and announcing visitors, coordinating all deliveries, incoming/outgoing/interoffice mail. This also includes responsibility for opening and closing the Reception area each day as well as maintaining a professional appearance in the area at all times. Reception hours are Monday-Friday from 8:30am-5pm and business attire is required.
* Incumbent must work with all associates to ensure that the arrival of visitors is planned and noted in a daily log before the guest arrives. This includes business associates, building maintenance and the occasional personal guest. As the first point of contact, he/she is responsible for monitoring anyone who wishes to enter the suite. Security of associates is a priority so advanced notice of visitors is required before admitting anyone to the suite. He/she should feel comfortable refusing entrance into the suite to any visitor that does not have an appointment with an associate. (This does not pertain to daily visits by mail/parcel carriers.)
* This position will require him/her to assist in organizing ground transportation services, hotel reservations, dinner reservations and directional assistance to visitors whenever necessary. He/she should be able to identify local area vendors such as taxis, restaurants, health clinics, hotels, limos, etc. in order to provide this information to visitors.
* Manage conference room reservations as well as coordinate lunch orders as necessary.
* Ensure conference rooms are fully supplied with flip chart pages, markers, erasers and eraser fluid, tissues, etc.
* Ensure the supplies are fully stocked throughout office on a daily basis. This includes Kitchen, Office, Flavia, Candy, Fedex/Postal, etc. Order supplies as necessary.
* Update all office templates on a monthly basis including phone list, visitor’s guide, office manual, etc. and make suggestions for improvements as necessary.
* Ensure magazine table in reception area is organized and subscriptions are renewed accordingly.
* Maintain library/bookcase to ensure it appears organized and update inventory spreadsheet as needed.
* Manage weekly whereabouts.
* Distribute mail in each associates mailbox daily.
* Process visas and passports.
* Process security badges for new associates and/or contractors.
* Administrative Support: Assist with coordinating meetings, events, teleconferences and video conferences as required by Administrative Manager. This may include planning a travel itinerary (both domestic and international), drafting agendas, reviewing expense reports, provide meeting supplies, etc.
* Perform other administrative duties or periodical/site specific projects as determined by Office Manager and provide back up support to administrative staff as necessary.
* This client is in a phase of growth, the incumbent is expected to be self-motivated and have the ability to develop efficient procedures within the role.