Senior Receptionist

RR Donnelley•New York, NY

33d•Onsite

About The Position

RRD provides marketing, packaging, print, and business services to the world’s most respected brands. The company’s proprietary technology, advanced data analytics, and expertise fuel organizational decision-making from strategy through execution, delivering sustainable solutions with the lowest possible environmental impact. Global organizations and regulated industries trust RRD to reduce complexity and drive audience connections across the entire customer journey. This role involves performing reception duties according to established procedures, including answering and transferring calls, welcoming visitors, notifying employees of arrivals, and providing high-level front-of-house services. The position also requires utilizing tracking software, meeting deadlines, communicating job status, fostering a proactive environment, handling confidential information, performing quality assurance, potentially training junior staff, assisting with office services, completing administrative tasks, and troubleshooting basic office equipment problems. Adherence to company and client site policies, along with cost-efficient use of supplies, is expected.

Requirements

High school diploma or equivalent required
Minimum 3 years’ experience preferably in a legal, banking or large corporate environment
Reception, switchboard or administrative assistant experience preferred
Ability and willingness to learn in the client’s business and employees to handle calls and greet visitors more efficiently
Proven customer service skills are required to create, maintain and enhance customer relationships and provide exceptional introduction and visitor experience
Intermediate skill in the use of MS Office software (Word, Excel, Outlook), messaging systems, and job workflow tools
Familiar with general office procedures to meet and maintain client satisfaction
Ability to work in a fast-paced, team environment, working both independently and collaboratively
Ability to prioritize work, balance projects and meet deadlines in a timely manner
Strong attention to detail with good organizational skills and emphasis on accuracy and quality
Ability to handle sensitive and/or confidential documents and information
Ability to make independent decisions that conform to business needs and policy
Ability to troubleshoot more complex or advanced tasks, equipment, or software concerns on own; understands when to escalate a problem to a supervisory level
Excellent verbal and written communication skills, including professional telephone and email etiquette in the face of immediate needs and pressure
Must be self-motivated with positive can-do attitude
Must be able to interact effectively with multi-functional and diverse backgrounds

Nice To Haves

Higher level education preferred or equivalent work experience

Responsibilities

Perform work in reception according to established procedures
Answer and transfer incoming calls, often received on a multi-line phone system, in a professional, friendly, timely manner
Welcome clients and visitors to the office with warmth and professionalism
Notify employees of visitor arrival and answer questions
Guide clients and visitors with appropriate instructions and hospitality for their needs
Provide high level, front of house services to clients and visitors
Utilize appropriate logs and/or tracking software for all assigned work
Meet contracted deadlines for accepting, completing, and delivering work assignments
Communicate with peers, supervisor or client on job or deadline issues
Help foster a proactive environment of continuous service enhancement and relationship building with the client
Handle sensitive and/or confidential documents and information
Performs Quality Assurance on own, and work of others, if required
May train more junior staff members
Assist office services or other peer teams with workload, as needed
Complete other administrative tasks as assigned by management
Troubleshoot basic office equipment problems
Adhere to Williams Lea policies in addition to client site policies
Use equipment and supplies in a cost-efficient manner