Experienced Receptionist/Hospitality Support

IST Management Services•New York, NY

23h•Onsite

About The Position

We are seeking candidates with 1+ year of experience in corporate reception services to join our team in NYC! This position will be responsible for fostering a professional and pleasant working environment by providing excellent customer service in the fields of general office services and facilities maintenance and coordination in a Corporate setting. IST Management is a business process outsourcing company, founded in 1997, with over 1,800 employees and operations in over 38 cities across the U.S. They provide Facilities and Office Services Management, e-Discovery services including processing, hosting, court reporting, collections and forensics, managed review, and managed services. IST Management is recognized as one of the fastest-growing e-Discovery and facilities management companies in the U.S., having been honored as one of the Nation’s Best & Brightest Companies to Work For, awarded the HR Professional Excellence Award from the Society for Human Resource Management, and made the INC 5000 list. They are also a proud partner of the Military Spouse Employment Partnership and committed to Hiring Our Heroes mission.

Requirements

1+ year of experience in corporate reception services
MUST HAVE CORPORATE RECEPTION EXPERIENCE TO BE CONSIDERED
Previous experience in a Corporate Reception or Administrative role is a requirement!
High School Diploma or GED required
Authorization to work for any employer in the US required
Microsoft Office proficiency required
45 wpm typing skills
Good spelling and grammar
Basic knowledge of Microsoft Office suite
Effective and professional verbal communication skills
English is required
Strong organizational skills
Calendar management skills
Resourceful in problem-solving and meeting client/visitor needs
Professional appearance and outgoing positive demeanor
Ability to write, read and comprehend correspondence, memos, emails, and basic instructions

Nice To Haves

Relevant hospitality/ administrative experience with high visitor and call volume in a medium-to-large-sized organization preferred
Other languages are a plus

Responsibilities

Serve as the voice and face of the firm
Answer and screen all incoming external and internal telephone calls in a welcoming and professional manner. Communicate clearly and effectively with all callers
Inform Conference and Events Coordinator, Facilities Manager and/or Office Administrator of: any and all facilities issues; ensure that the client reception area is kept clean and professional in appearance, and is in compliance with client confidentiality; and check all amenities equipment
Book conference rooms and visitor offices and ensure that all necessary components for meetings (A/V, food, room configuration and similar requirements) are provided. Coordinate with food services vendor for all client and internal meeting requests; track all data for client and internal billing purposes
Assist all clients and visitors and facilitate their arrivals and departures using appropriate technology and other means to provide accurate information. Notify attorneys of visitor arrivals promptly with reminders if necessary. Guide visitors to appropriate conference rooms and visitor offices and provide light administrative support
Identify and resolve problems in a timely manner; gather and analyze information and develop alternative solutions; use reason when dealing with emotional situations; and the ability to manage changing circumstances quickly and calmly while being responsive to the needs of the clients and guests
Anticipate the needs and expectations of each individual client or guest and respond to extremely varied requests (e.g., offering an umbrella to a client/guest when it is raining)
Attend to Receptionist needs of clients/guests to include car service reservations, parking garage assistance, restaurant reservations, check airlines and print boarding passes, theatre tickets, or other hospitality-driven services that clients or visiting attorneys might request
The Receptionist serves as a source of information for the office and has a wide range of resources available to guests. Provide working knowledge of conference-related technical skills such as setting up conference calls, long-distance dialing, and LAD-related issues for visitors
Ability to provide clients with inside knowledge of the best coffee shops, restaurants, and dry cleaning services in the area and provide guidance as guests/clients navigate their travel and time in the city
Handle multiple tasks to include, but not limited to event preparation such as envelope stuffing or name tag preparation, Excel projects, short correspondence, photocopying, faxing, mailing, and light assistant duties