The Receptionist will be responsible for the appearance and presentation of the reception area as well as serving visitors by greeting, welcoming and directing them appropriately, notifying company personnel of visitor arrival and maintaining security. In addition, the Receptionist will provide administrative support across all departmental functions and for the coordination of the overall office maintenance of the organization. The Receptionist will work closely with the HR Manager, Executives and other Department Heads on various issues and special projects as assigned.
> Managing front desk operations by greeting visitors, answering visitor inquiries, directing visitors to appropriate contacts and providing excellent customer service to all visitors and staff.
> Maintains security by following procedures, logging all visitors into the system, monitor who is going and coming through the doors of the company, observing and reporting any suspicious behavior or activity.
> Assisting with the opening and closing of the office.
> Maintaining reception area by keeping it clean and presentable by complying with procedures, rules and regulations.
> Handling back up administrative work for various departments including assisting with special projects as needed.
> Managing Executives’ extensive calendars, sorting and filtering requests for Executives’ time while ensuring strategic priorities are met in a timely manner.
> Coordinating Executives’ extensive travel program, including multiple international itineraries.
> Planning conference calls and meetings, including the logistical arrangements for multiple domestic and international conference calls and meetings.
> Creating and modifying documents and presentations for internal and external use by Executives.
> Assisting with both internal and external correspondence, including drafting, editing and completion of all written works (projects, plans, proposals, and all related business initiatives).
> General administrative/clerical duties as needed. Special projects as assigned.
Office Administration Responsibilities:
> Ensure office supply levels are properly managed including ordering supplies, managing inventory and issuing supplies to the various departments/individuals as needed in accordance with any budgetary guidelines in place.
> Act as the point person for all issues of office maintenance needs, including: general office cleaning, basic repairs and vendors listings/contacts. Coordinate all day to day facilities and respond to and coordinate employee and departmental requests as needed.
> Assist with the coordination of special events and activities (business celebrations, employee meetings and communications).
> Bachelor’s Degree in Business Management or equivalent experience preferred.
> Minimum 2-5 years experience working in a fast paced office environment required.
> 1-2 years prior experience as a Receptionist, HR Intern/Assistant, Office Administrator and/or Executive Assistant strongly preferred.
> Previous experience in a privately owned jewelry/luxury goods environment strongly preferred.
> Strong command of Microsoft Office Applications (Word, Excel, PowerPoint, Outlook) required.
> Ability to work with and maintain confidential information, material and issues.
> Communicate effectively both orally and in writing.
> Strong interpersonal and communication skills.
> Detail oriented –excellent organization and time management skills.
> Knowledge of Labor laws and compliance issues preferred.
> Ability to thrive in a highly visible fast paced environment, managing multiple priorities.
> Strong quantitative and analytical problem solving skills.
> Dedicated, goal oriented, and ability to meet strict deadlines.
Job Type: Full-time