Receptionist/Office Coordinator

ESSENTIAL DUTIES AND RESPONSIBILITIES

Reception

• Answer incoming phone calls and forward to appropriate person or department.
• Take and deliver messages or transfer calls to voicemail when requested.
• Greet, assist, and direct all visitors, vendors, and service personnel to location, escort them to appropriate location or notify company personnel of visitor arrival, and offer refreshments.
• Review, sort and distribute all incoming and / or outgoing mail; prepare outgoing mail and deliver to the Post Office;

prepare outgoing FedEx deliveries.

If applicable, maintain parking validation cards and reconcile as required.

Office Coordinator

• Provide general administrative support as needed such as : typing reports, documents, or correspondence; order and maintain office supplies;
• schedule conference room; send / receive faxes; serve as a liaison with Human Resources, as required; make copies; maintain files;

coordinate meetings and order lunches; maintain kitchen including dishwasher, refrigerator, order and restock beverages, etc.

• Manage maintenance for office equipment including postage meter, fax machine, copiers, etc.
• May manage business calendars for meetings, appointments, calls, invitations, luncheons and travel, by anticipating needs, adjusting for conflicts, and ensuring all logistics (including materials, location, timing, etc.
• Schedule meeting and make arrangements for meeting site; prepare meeting schedules; secure equipment, if required; notify attendees;

schedule caterer and select menu; prepare materials, etc.

• Provide backup for travel arrangements including reservations and itineraries using Stephens Travel and Transport system, submit expense reports in a timely manner and provide updates as needed.
• Prepare client performance reports.
• Liaison with Information Technology to maintain computer equipment, order new equipment, etc.
• May serve as a liaison with Property & Facilities regarding any building maintenance issues and coordination of repairs.
• Provide general administrative and project support as needed. Provide backup to other PCG support staff.
• May be required to handle cashiering duties which includes : recording checks received, maintaining a transmittal log, and transferring information to a remote system for electronic delivery to the bank.
• Perform other tasks as assigned by management.

EDUCATION AND / OR EXPERIENCE

High school diploma or general education degree (GED) required, Bachelor’s degree preferred

• 1-2 years of experience in an office / administrative role
• An equivalent combination of education, training or experience

REQUIRED TESTING

• Microsoft Word
• Microsoft Excel
• Typing
30+ days ago