Receptionist/Office Services Floater

Receptionist / Office Services Floater

Guggenheim is seeking an exceptional individual to join its Administration team. Reporting to the Vice President of Administration/Office Services, this person will join a highly energized team responsible for maintaining global operational standards with a professional demeanor. In addition to excellent communication skills, the ideal candidate will demonstrate an ability to roll up their sleeves and perform all responsibilities needed to ensure success. The successful candidate will be comfortable interacting with all levels of employees throughout the organization in a fast-paced environment. The position is in our NY office.

Specific responsibilities include:

• Greet and properly direct all clients and guests. Be responsive to clients needs upon arrival.
• Answer a multi-line telephone and give appropriate information to callers or route calls to appropriate party while demonstrating professional telephone etiquette.
• Manage multiple conference room, and guest space calendars.
• The management of conference space requires detail-oriented correspondence with meeting organizers and other administrative staff through an internal conference scheduling system.
• Register all guests and clients properly with the building security system.
• Order, prepare, and clean up catering as necessary for client meetings.
• Prepare purchase orders for a variety of office supplies from multiple vendors. Keep accurate inventory of items needed.
• Order, track, and confirm receipt of messenger services and other mailings.
• Coordinate with administrative staff and premises department to maintain the appearance of the reception area, conference rooms, pantries, and restrooms.
• Complete special projects for management as needed.
• Order and stock multiple pantries using current vendors and established par levels.
• Set-up and clean up beverage and catering service in conference rooms.
• Organize multiple storage rooms and closets. This task may require the ability to lift to 40lbs.
• Maintain stock of restroom supplies and coordinate stocking rooms with porters.
• Assist and maintain toner supply program.
• Assist in copy room organization when needed.
• Register all guests and clients properly with the building security system.
• Cross train at Reception and provide back-up phone support when needed.
• Greet and direct guests and vendors.
• Prepare vendor payment requests.

Skills & experience required:

• Bachelors degree with 1-2 years of related experience.
• Strong knowledge of MS Office, including Outlook, Word, Excel, and Power Point.
• Ability to effectively communicate and collaborate with diverse personalities in all levels of management, as well as outside vendors and clients, by maintaining objectivity and demonstrating maturity.
• Strong customer service skills a must
• Good interpersonal, organizational, communication and problem-solving skills are required.
• Must be hands-on and be willing to roll up their sleeves to perform all responsibilities needed to ensure success.
• Must successfully pass a background and credit check.

Additional information: Looking for 5 years of RECEPTIONIST/ BPO (Business Process Organization) experience. Some examples are such as Outsourcing Management Group. Candidates who have worked in larger firms or for a BPO are preferred. Also can add events management, Inventory management. These positions are temp to perm so they are looking at qualified candidates to convert and work long term.

The NY REQ will be reviewed over the next few weeks. Suppliers should let candidates know of the interview process and if they are looking for quick placement, this may not be the opportunity for them. Mandate skills: Around 5 years, Bachelors Degree, not preferring a job hopper.

Location: 330 Madison NY, Onsite, no hybrid option

Duration: 6 months temp to perm