Receptionist

JLL - New York, NY

Position Summary:

Job Summary

Provides general office support with a variety of clerical activities and related tasks. The receptionist will be responsible for answering incoming calls, directing calls to appropriate associates, mail distribution, flow of correspondence, requisition of supplies as well as additional clerical duties

Job Responsibilities
 

• Front Desk Duties
  • Greet/ host/ provide support for guests, visitors and employees
  • Answer all in-coming calls
  • Answers telephones and directs the caller to the appropriate associate. Will transfer a caller to an associate’s voice mailbox when the associate is unavailable.
  • Point of contact for all packages/deliveries
  • Pick-up, drop-off, prepare postage/labels for mail/UPS/FedEx, courier services, etc.
  • Update phone lists
  • Respond and follow through to requests for information and communicate with all levels of management with minimal supervision
• General Office Duties
  • Housekeeping Duties (i.e.: pick up and display newspapers, load/unload dishwasher, coffee machine maintenance, etc.)
  • Maintain all conference rooms for cleanliness / reserve conference rooms, including ordering and/or setup
  • Order, maintain and organize all kitchen and office supplies
  • Resolve problems associated with all building services including: janitorial, mailroom, copier services, parking, badging, and conference rooms.
  • Assists with the coordination and scheduling of office/building maintenance activities
• General Accounts Payable
  • Process various types of accounts payable transactions including accurate data entry of vendor invoices, expense reports, manual and emergency check requests, wires etc.
  • Process daily and weekly A/P for multiple sites and vendors insuring all deadlines are met in high volume environment.
  • Understand and comply with  A/P policies and procedures
  • Monitor and enforce compliance by employees involved in the A/P process.
  • Gather group’s processing metrics on a daily basis.
  • Ensure that each transaction processed has appropriate approval prior to processing
• Customer Service
  • Exceptional Customer Service when greeting, hosting, and providing support and anticipating needs of guests, visitors and employees.
  • Correspond with suppliers and respond to inquiries.
  • Assist site team, client and vendors with A/P issues or questions as they arise.
• Any and all other duties and tasks assigned.

Knowledge, Skills, & Abilities
 

• Education/training
  • High school diploma;
  • Preferred - some college
• Years of relevant experience
  • One to two years
  • Preferred
    • Three years administrative/facilities experience supporting multiple people preferably in the commercial real estate industry
    • 2+ years of accounting experience in a corporate environment; commercial
• Skills and knowledge
  • Excellent customer service and relationship building skills
  • Strong organizational, interpersonal and communication skills
  • This position must be able to communicate effectively with others, analyze and resolve problems, maintain effective working relationships, and interact successfully with internal and external customers
  • working knowledge of Microsoft Word, Excel, Power Point, Outlook, Mapping and database software
  • working knowledge of audio visual equipment located in the conference rooms
• Physical work requirements and work conditions

This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary

#LI

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Posted: 30+ days ago

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