Receptionist

Bayview Asset Management•New York, NY

7d•Onsite

About The Position

The Admin, Receptionist – CG serves as the first point of contact for employees, clients, vendors, and visitors, providing a professional and welcoming experience while supporting the day-to-day administrative operations of the group. This position is responsible for front desk reception, visitor management, office coordination, administrative support, meeting and conference room coordination, and general workplace services. The Administrator plays a critical role in maintaining an organized, efficient, and customer-focused office environment while partnering with internal departments and external service providers to support business operations. This position requires in office presence Monday – Friday from our New York location.

Requirements

High school diploma or equivalent required.
Minimum of 2 years of experience in reception, administrative support, office administration, customer service, or a related role.
Demonstrated ability to manage multiple priorities while maintaining professionalism and attention to detail.
Strong customer service skills with the ability to interact effectively with employees, executives, clients, and visitors.
Excellent verbal and written communication skills.
Strong interpersonal and customer service skills.
Professional telephone etiquette and front desk presence.
Exceptional organizational and time management abilities.
Strong attention to detail and accuracy.
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, and Teams).
Ability to multitask and adapt in a fast-paced environment.
Ability to exercise sound judgment, discretion, and confidentiality.
Positive attitude with a collaborative and service-oriented approach.

Nice To Haves

Experience supporting a corporate office environment preferred.

Responsibilities

Greet and welcome visitors, clients, and employees in a professional, courteous, and friendly manner.
Manage the reception desk and serve as the primary point of contact for all visitors.
Answer, screen, and direct incoming telephone calls to the appropriate departments or individuals.
Maintain visitor logs and ensure all guests follow company security and visitor access procedures.
Notify employees promptly of arriving guests and coordinate visitor accommodations as needed.
Ensure the reception area, lobby, and adjacent common areas remain clean, organized, and professional in appearance.
Provide administrative support as assigned.
Coordinate conference room reservations and ensure meeting spaces are properly prepared and stocked.
Assist with scheduling meetings, preparing meeting materials, and coordinating catering requests.
Maintain office calendars for shared resources and meeting spaces.
Order and maintain office, kitchen, and workplace supplies while monitoring inventory levels.
Prepare routine correspondence, reports, spreadsheets, presentations, and other business documents.
Support special projects and departmental initiatives as assigned.
Monitor the condition of common areas and report maintenance or facility concerns to the appropriate personnel.
Coordinate with building management and vendors for routine office services and maintenance requests.
Assist with employee onboarding by preparing workspaces and coordinating office readiness activities.
Support office moves, workstation setups, and internal relocations as needed.
Help coordinate company meetings, employee engagement activities, wellness initiatives, and office events.
Deliver exceptional customer service by responding promptly and professionally to employee and visitor requests.
Develop and maintain positive working relationships with employees, vendors, and external partners.
Resolve routine workplace inquiries and escalate issues when appropriate.
Represent the company with professionalism while maintaining confidentiality and discretion.
Follow all company policies and applicable health and safety regulations.
Report safety, security, or maintenance concerns promptly.
Assist with maintaining a safe, organized, and welcoming workplace environment.
Support emergency procedures and business continuity activities as needed.