This pivotal role is essential in representing the firm as its first point of contact, setting the tone for a welcoming and professional environment. You will exemplify the firm’s operational excellence through the management of the conference center and front office. In addition to traditional receptionist duties, you will be responsible for opening and closing the office, meticulously managing the conference center calendar, coordinating meeting logistics, overseeing catering orders, maintaining the common areas, and handling any unforeseen needs to ensure the office runs smoothly and efficiently.

Responsibilities

• Answer, screen, and appropriately direct all incoming calls.
• Receive and communicate messages to appropriate parties.
• Greet incoming guests and direct guests to proper destinations.
• Coordinate messenger pick-up and distribute incoming packages.
• Utilize the security monitoring station to ensure only approved individuals have access.
• Ship FedEx packages when requested. Reconcile FedEx invoices for accounting.
• Search, request, and track files from off-site storage sites.
• Communicate work order requests to the appropriate manager or office of the building.
• Maintain a neat and orderly appearance of the reception area.
• Reserve, coordinate, and manage the conference center calendar.
• Schedule and confirm meetings in appropriate and available conference rooms.
• Ensure visitors and deliveries are entered into a security system before arrival.
• Coordinate/assist with guest IT needs.
• Responsible for meeting setup and breakdown.
• Responsible for placing and confirming catering orders for meetings.
• Conduct kitchen, lounge, and conference walk-throughs to ensure rooms are properly stocked and organized.
• Maintain inventory of kitchen/catering supplies.
• Research vendors and compare pricing to ensure the best value.
• Support various events when requested.
• Assist with monthly expense processing for a select group of Associates.
• Provide back-up support to the Executive Assistant team where needed. Duties include scheduling, booking travel, and phone coverage.

Ideal Experience

• A college degree required with relevant experience, is a plus.
• Must possess the ability to appropriately screen and direct incoming calls, handle public inquiries, and greet guests with confidence and professionalism.
• Must possess strong organizational skills and the capacity to multitask.
• Excellent communication skills and attention to detail are critical.
• Professional presence and ability to maintain decorum and a high degree of quality communication.

Up to $60,000 salary per year (based on experience)