Receptionist/Administrative Assistant

Global asset management firm headquarter in Palm Beach Gardens, Florida is seeking to hire a Temporary to Permanent Receptionist/Administrative Assistant to act as one of two first points of contact and provide primary reception and administrative coverage for the office. They will also provide general office and facilities support. The position reports directly to the Director, Global Administrative Services (based in NYC), requiring 5 days on-site from 8am-5pm daily. The ideal candidate is highly detail-oriented with a mature and professional demeanor.

Responsibilities:

Provide primary reception and telephone coverage. Handle incoming calls in a professional and courteous manner

Professionally greet and direct all visitors, including clients and vendors

Coordinate all conference room bookings, following company procedure: receive requests for bookings from staff members and create Outlook calendar invites

Assist in the day-to-day front office administrative and facility related activities

Maintain the office's reception, kitchen, conference rooms, supply, mailroom and printer areas. Tidy up conference rooms as needed between meetings. This may include wiping down tables and credenzas, light mopping and sweeping.

Maintain office supply inventory list and order supplies. Stock the kitchen, supply room, printer locations and restrooms (if internal) maintaining all in a neat and organized fashion. Back-up other office suites with these duties, as needed

Coordinate catering needs for client and other office meetings or events

Train admin staff on reception and office tasks, responsibilities and processes

Provide administrative support to office employees or employees that may visit

Coordinate transportation service and other travel-related arrangements as needed

Submit building maintenance tickets for facility related services

Assist with facilities onboarding (key fob access, ID badge coordination and desk setup)

Coordinate and implement all remote visitor access and flex desk setup processes

Perform filing, printing, binding, shipping and data entry tasks as needed for various departments

Update and distribute company telephone directory as needed

Update and maintain various internal employee and vendor lists

Assist with updating and maintaining the office policy and procedure manuals. Take the lead in maintaining the latest version and any updates for the office location

Coordinate the ordering and distribution of company print materials including business cards, letterhead, and marketing materials as needed

Sort and distribute incoming/outgoing mail including faxes and priority overnight mail

Organize domestic and international couriers and shipping services

Maintain office records and other documentation thoroughly and accurately, in accordance with company policies. This includes required employment law posters as needed

Provide administrative and coordination support for various business office projects and tasks

Provide administrative assistance to various company departments as needed including collating data, preparing reports, marketing materials and data entry tasks

Ensure completion of all office logs including sign-in and security procedures

Event planning and coordination

Available to stay late to meet deadlines or for after-hour emergencies as needed

Provide back-up support and coverage for the Office Administrative Team

Other duties may be assigned by the Director, Global Administrative Services, and other senior managers

Qualifications:

Team player with the ability to multi-task and prioritize. One should be able to achieve goals and satisfy deadlines in an accurate, timely, and efficient manner. This individual must be process and detail-oriented, with the ability to identify opportunities for improvement within the stated areas of responsibilities noted above

Minimum of 2-4+ years' of recent experience in providing administrative support and office coordination tasks in a fast-paced corporate office

Proficient in Outlook, Word, PowerPoint and Excel

Communicate with the highest degree of transparency and follow-up within reporting line

Ability to communicate in a professional and courteous manner

Excellent professional written skills is required

Demonstrate the ability to coordinate multiple projects concurrently including providing necessary project status follow-up

Strong work ethic and comfort level working in a high-volume environment

Ability to work independently while fostering a collaborative environment and functioning in a team structure

Excellent customer service skills with a strong attention to detail

Professional disciplined and organized work style

Punctuality and reliability are essential

Courteous and professional demeanor required

Ability to work effectively with all levels of management within the company and promptly resolve issues or recommend improvements in a positive solution-driven manner

Compensation/Benefits:

65K Base + Discretionary Bonus + Benefits

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