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Receptionist/Swchbrd

  • Ref: 286040
  • Type: Option-to-Hire
  • Location: New York, NY
  • Industry: Financial Services
  • Job Level: Experienced Non-Manager
  • Pay: $18.00 - $20.00/hr.

Opportunity Description

We are currently seeking a Receptionist to provide a highly professional and efficient reception service to high profile, commercially important clients. The Receptionist will be responsible for operating a switchboard system to handle all internal and external calls as required. 

Job Duties

  • Receive and welcome all visitors to reception & create a favorable impression of the company through provision of a friendly, discrete, helpful and welcoming initial contact to all visitors and staff
  • Issue all visitors and vendors a visitor pass ensuring their names and details are correctly spelled and logged into the system.  As well as upon request issue access cards to visiting employees.
  • When possible show visitors to their meeting room or waiting area as indicated by the meeting organizer
  • When possible ask visitors if they would like a beverage
  • Ensure that telephones are answered in a professional and timely manner and customer enquiries are dealt with in accordance with service standards and within agreed response times
  • Ensure that car service is provided for visitors requesting transportation; take care to record and pass on all information accurately and ensure the relevant departmental cost center or credit card information is obtained from the requestor
  • Maintain client visitor calendar
  • Arrange all meeting room bookings including the provision of beverages and food as required
  • Maintain all meeting rooms to a high standard of cleanliness and arrangement
  • Ensure procedures are followed to contact a member of the relevant department if their host is unobtainable 
  • Ensure that all the maintenance and service contractors have the appropriate documentation for working and accessing the building
  • Ensure the reception area is kept neat and tidy. The desks must be free from clutter and the seating area regularly tidied and cleared of rubbish
  • Ensure the condition of all plants as needed between maintenance visits
  • Check that the lighting at the desk, reception area and any display areas and cabinets is switched on and that any faults are reported to the FM helpdesk
  • Endeavor to support the team in requests to undertake additional hours to assist with the coverage of absence staff
  • Ensure health and safety compliance at all times
  • Assist with reprographic and printing needs
  • Post Facilities announcements
  • Place IT Tickets for meeting room assistance
  • Assist with event planning
  • Work with local caterers to order daily food and beverage requirements
  • Meet catering staff upon arrival to set up breakfast and lunch orders, ensure proper inventory is available to our clients 
  • Maintain inventory of items needed in the conference rooms and hoteling offices (to include pads, pens, napkins, dishes, snacks, beverages, etc…) 
  • Complete stationary orders with clients preferred Vendor
  • Ensure that any visitors in the reception area are escorted out of the building in the event of an emergency evacuation and informed of a designated assembly point
  • Ensure that all vendor invoices are process

Experience & Skills Required

  • Previous experience of working as a receptionist in a high profile professional services environment
  • Excellent communication skills
  • Able to manage time effectively and manage conflicting priorities
  • Receptionist must be of pristine appearance at all times
  • Experience of working in a highly confidential environment 
  • Strong commitment to delivering exemplary “best in class” customer service 
  • Able to problem solve and to take appropriate decisions
  • Strong ability to build rapport and strong working relationships to encourage a supportive working environment 
  • Computer literate and able to use standard word processing and spreadsheet software
  • Positive and proactive approach to problem solving and team working 
  • Familiarity with telephony systems
  • Experience of working in a facilities management operation preferred
  • Previous experience of working in an outsourced contract environment preferred