Description

Welcome and direct visitors in a friendly and professional manner and notify host staff of visitor’s arrival.
Answer all incoming calls for the organization. Direct and transfer calls appropriately. Assist callers with all inquiries and resolve routine issues. Update “away” greeting on main number to provide timely and relevant information to callers after hours.
Maintain familiarity with Trinity liturgical calendar and schedules of special events, ongoing and special services and programs in order to facilitate calls and inquiries received. Notify supervisor of calls that cannot be readily redirected to trouble shoot changes to call protocols as necessary.
Schedule and coordinate arrangements for office meeting rooms, including room reservations, cleaning, logistics and room set-ups for meetings, and arrangements for outside visitors.
Coordinate with Administrative staff in ordering food and beverages for lunch meetings scheduled in staff conference rooms.
Assist and support office administrative staff in coordination with Parish Office Manager, as requested.
General office duties:

Open or close the office daily at the start/end of the business day - depending on early or late day coverage.
Partner with second Receptionist & Office Assistant in monitoring and assuring that appearance of common areas is maintained through scheduled rounds checking: Reception Area, 6 pantry areas, 7 larger conference rooms, and informal Convening Room.
Assist with general office administrative duties, as needed.
Assist with room scheduling and monitoring room activity via the Condeco room reservation system
Keep office supplies inventory stocked and organized.
Replenish food and beverage supplies as needed.
Receive and sign for packages, notifying recipients when packages are received. Liaise with other staff to have packages moved to maintain orderly appearance in reception area.
Maintain Reception team calendar with one-time and recurring team tasks

Restock pantries and the large café.
Assist with scheduling and supply upkeep of the 18th Floor Tenant Amenity Space
Responsible for creating visitor requests through Visitor Management System and coordinating with Security Officers when visitors arrive.
Submit via Building Management app requests for routine office repairs and maintenance requests.
Adhere to confidentiality rules and all other Trinity Wall Street policies, procedures, and rules.
Perform all duties in a manner that promote Trinity’s mission and core values.
Assume other related responsibilities and special projects as required.

Responsibilities

Excellent customer service and communication skills.
Professional telephone manner, positive attitude, people-focused and strong sense of humor.
Detail-oriented and highly organized.
Sensitive to pastoral needs of callers and visitors.
Able to focus and complete tasks while working in an open space.
Highly proficient at using Windows and MS Office Applications to enhance office efficiency.
Ability to accept direction and understand instructions or seek clarification when needed.
Works independently and takes initiative to solve problems.
Works well under pressure and in variable work conditions.
A well-honed sense of discretion and the ability to work independently and collaborate with colleagues across and through an organization.
Excellent interpersonal skills with ability to work closely with colleagues in completing routine and special assignments.
Demonstrated interest in learning and applying new technology.
A bachelor’s degree in Business Administration, Hospitality or other related field, or comparable work experience.
A minimum of two years of previous receptionist or administrative assistant experience, preferably in a mid-sized office.
Experience supporting multiple managers.
Experience working in a diverse and complex environment.
Familiar with coding and preparing invoices, vouchers and expense reports.

Hard Skills

Microsoft Office
Windows operating system
Business correpondence
Multi-line phone proficiency
Customer relations
Relationship building
Billing, Invoicing, Collection
Expense reports
Cross-functional collaboration
Advanced language knowledge
Advanced writing skills

Soft Skills

Trinity Church Wall Street

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Main info
Language English
Experience level Mid Level
Job type Full Time
Salary negotiable
CountryUnited States of America

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Receptionist & Office Assistant

Description

Welcome and direct visitors in a friendly and professional manner and notify host staff of visitor’s arrival.

Answer all incoming calls for the organization. Direct and transfer calls appropriately. Assist callers with all inquiries and resolve routine issues. Update “away” greeting on main number to provide timely and relevant information to callers after hours.

Maintain familiarity with Trinity liturgical calendar and schedules of special events, ongoing and special services and programs in order to facilitate calls and inquiries received. Notify supervisor of calls that cannot be readily redirected to trouble shoot changes to call protocols as necessary.

Schedule and coordinate arrangements for office meeting rooms, including room reservations, cleaning, logistics and room set-ups for meetings, and arrangements for outside visitors.

Coordinate with Administrative staff in ordering food and beverages for lunch meetings scheduled in staff conference rooms.

Assist and support office administrative staff in coordination with Parish Office Manager, as requested.

General office duties:

Open or close the office daily at the start/end of the business day - depending on early or late day coverage.

Partner with second Receptionist & Office Assistant in monitoring and assuring that appearance of common areas is maintained through scheduled rounds checking: Reception Area, 6 pantry areas, 7 larger conference rooms, and informal Convening Room.

Assist with general office administrative duties, as needed.

Assist with room scheduling and monitoring room activity via the Condeco room reservation system

Keep office supplies inventory stocked and organized.

Replenish food and beverage supplies as needed.

Receive and sign for packages, notifying recipients when packages are received. Liaise with other staff to have packages moved to maintain orderly appearance in reception area.

Maintain Reception team calendar with one-time and recurring team tasks

Restock pantries and the large café.

Assist with scheduling and supply upkeep of the 18th Floor Tenant Amenity Space

Responsible for creating visitor requests through Visitor Management System and coordinating with Security Officers when visitors arrive.

Submit via Building Management app requests for routine office repairs and maintenance requests.

Adhere to confidentiality rules and all other Trinity Wall Street policies, procedures, and rules.

Perform all duties in a manner that promote Trinity’s mission and core values.

Assume other related responsibilities and special projects as required.

Responsibilities

Excellent customer service and communication skills.

Professional telephone manner, positive attitude, people-focused and strong sense of humor.

Detail-oriented and highly organized.

Sensitive to pastoral needs of callers and visitors.

Able to focus and complete tasks while working in an open space.

Highly proficient at using Windows and MS Office Applications to enhance office efficiency.

Ability to accept direction and understand instructions or seek clarification when needed.

Works independently and takes initiative to solve problems.

Works well under pressure and in variable work conditions.

A well-honed sense of discretion and the ability to work independently and collaborate with colleagues across and through an organization.

Excellent interpersonal skills with ability to work closely with colleagues in completing routine and special assignments.

Demonstrated interest in learning and applying new technology.

A bachelor’s degree in Business Administration, Hospitality or other related field, or comparable work experience.

A minimum of two years of previous receptionist or administrative assistant experience, preferably in a mid-sized office.

Experience supporting multiple managers.

Experience working in a diverse and complex environment.

Familiar with coding and preparing invoices, vouchers and expense reports.

Hard Skills

Soft Skills