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Reception Operations Specialist

2 months ago

Brooklyn, New York, United States Children's Aid Full time

Position Overview:

The Front Desk Receptionist plays a crucial role in ensuring the smooth operation of the organization by providing essential support to the team and visitors.

Key Responsibilities:

  1. Uphold and advocate for the organization's Mission, Vision, and Core Values, ensuring compliance with established policies and procedures.
  2. Manage the reception area, offering a welcoming environment for all guests.
  3. Greet visitors, respond to inquiries, and facilitate the creation of identification badges for guests.
  4. Assist security personnel as required, providing directions and notifying staff of guest arrivals.
  5. Operate a multi-line phone system, directing calls to appropriate extensions or taking messages as necessary.
  6. Maintain a log of building access, tracking entries and exits.
  7. Receive and sort deliveries and mail, ensuring timely distribution to intended recipients.
  8. Coordinate meeting room reservations, utilizing scheduling tools to optimize space usage.
  9. Arrange various services for meetings, including audio-visual needs, catering requests, and room setups.
  10. Ensure the functionality of conference room equipment, including A/V systems and Wi-Fi.
  11. Maintain the cleanliness and organization of meeting spaces and common areas, reporting any maintenance issues.
  12. Act as a point of contact in the absence of the Office Manager.
  13. Foster strong relationships with colleagues and stakeholders.
  14. Perform additional duties as assigned.

Minimum Qualifications:

  • High School Diploma or GED.
  • Bilingual proficiency in Spanish and English.
  • Proficient in Outlook calendar and email management.
  • A minimum of two years of experience in a front desk role.

Essential Skills:

  • Excellent written and verbal communication abilities.
  • Understanding of the organization's mission and its relevance to site management.
  • Professional demeanor and appearance.

The organization is committed to providing equal employment opportunities and maintaining a workplace free from discrimination and harassment. All employment decisions are made without regard to any protected characteristic.

The incumbent is expected to work a flexible schedule, whether in-person or hybrid, to facilitate effective collaboration and communication within the team.