Senior Receptionist and Switchboard

Ricoh Careers•New York, NY

32d•Onsite

About The Position

Perform in a senior-level capacity to create and maintain a professional image of the company by providing prompt, courteous, and efficient service to visitors, guest employees, and telephone callers. Responsibilities include taking and relaying messages and performing various light administrative duties.

Requirements

High school diploma required.
8+ years of experience as a receptionist in a busy switchboard environment preferred.
Ability to type 40 WPM.
Flexibility to work hours between 7:00 AM and 5:00 PM (normally an eight-hour shift).
Strong verbal and written communication skills.
Demonstrated customer service and relationship-building skills.
Proficiency in PC applications.
Basic clerical and secretarial skills.
Ability to handle high-volume telephone calls.
Good organizational and judgment skills.

Nice To Haves

Experience working in a Headquarters environment preferred.

Responsibilities

Greet visitors warmly and professionally, creating a positive first impression.
Check in guests, issue visitor badges, and promptly notify hosts of their arrival.
Process and assign wireless network accounts for Headquarters visitors (if applicable).
Activate temporary badges for employees who forgot or lost their badge or if malfunctioning.
Maintain visitor protocols to ensure security and hospitality standards.
Maintain a neat and orderly reception area, including visitor reading materials.
Answer and properly route global calls (including confidential calls) using the company-wide switchboard.
Provide accurate information to callers and handle calls expeditiously with a high standard of customer service.
Prioritize calls and escalate customer service issues to the proper chain of command.
Manage emails with attention to detail, discretion, and confidentiality.
Ensure company phone and speed dial lists are current.
Schedule meeting rooms and ensure proper setup, including seating, A/V equipment, and materials.
Assist with audio-visual equipment and troubleshoot minor technical issues to minimize disruptions.
Coordinate catering orders for meetings, track invoices, and confirm timely delivery and proper setup.
Provide light administrative assistance to Headquarters staff (e.g., issuing facility access cards, envelope labels, compiling manuals).
Notify employees upon receipt of inbound deliveries or direct deliveries to the Mail Room as appropriate.
Follow up on loaned access cards to ensure all are returned; contact Security if cards are not returned by end of day.
Train backup personnel and provide guidance on policies and procedures.
Proactively seek additional work during downtime.
Perform other duties as assigned by the Site Manager.
Build professional relationships with customers and internal teams.
Represent the culture of both Ricoh and the customer as required.