Executive Administration - Receptionist

Island Capital Group LLC•New York, NY

34d

About The Position

Equal access to programs, services, and employment is available to all persons. Those applicants requiring a reasonable accommodation to the application and/or interview process should notify a representative of the Human Resources Department. We are an equal opportunity employer. 1. Perform Receptionist duties: Maintain accurate company directory and phone lists for NYC office. Coordinate visitor access to the building. Maintain conference room schedule. Assist with AV setup for meetings. Order catering, fruit baskets, etc. for meetings. 2. Oversee/Manage facilities and maintenance requests. Act as liaison with Building Management, including scheduling of repairs and vendor coordination. 3. Act as liaison with the Human Resources Department with respect to new hires and the termination process. 4. Assist with travel arrangements and expense reports. 5. Oversee/Manage vendors, i.e. supplies, equipment, shipping, travel, expense, etc. User setup and termination. Invoice processing: Review vendor invoices for accuracy and indicate which departments and/or companies should be charged. 6. Coordinate and direct administrative support functions of the office which includes maintaining appropriate inventory. 7. Assist with corporate events utilizing CVent. 8. Update organization charts monthly and distribute. 9. Produce monthly travel reports and distribute. 10. Order company stationery, envelopes, labels and business cards. 11. Work on special projects as needed.

Requirements

Knowledge: Word, Excel, Outlook, PowerPoint, Visio
Skills: Organized, detail oriented, self-motivated, strong time management skills and ability to multi-task
Experience: College degree preferred, 1-3 years office or administrative work

Nice To Haves

College degree

Responsibilities

Perform Receptionist duties: Maintain accurate company directory and phone lists for NYC office.
Coordinate visitor access to the building.
Maintain conference room schedule.
Assist with AV setup for meetings.
Order catering, fruit baskets, etc. for meetings.
Oversee/Manage facilities and maintenance requests. Act as liaison with Building Management, including scheduling of repairs and vendor coordination.
Act as liaison with the Human Resources Department with respect to new hires and the termination process.
Assist with travel arrangements and expense reports.
Oversee/Manage vendors, i.e. supplies, equipment, shipping, travel, expense, etc.
User setup and termination.
Invoice processing: Review vendor invoices for accuracy and indicate which departments and/or companies should be charged.
Coordinate and direct administrative support functions of the office which includes maintaining appropriate inventory.
Assist with corporate events utilizing CVent.
Update organization charts monthly and distribute.
Produce monthly travel reports and distribute.
Order company stationery, envelopes, labels and business cards.
Work on special projects as needed.