Job Description:

Looking for a Receptionist Jr. Administrative Assistant in West Palm Beach, FLLocation: On-Site, Monday- Friday- 8:30 am-5:30 pmResponsibilities:Will report to Office Manager (OM) and work closely with Office Services (OS) to maintain copy, kitchen, conference and reception areas.Maintain staff phone directory for quick call transfersWill take inventory and report low stock to OMPromptly answer incoming calls or intercom, take and delivery accurate messages via emailKeep track of events, personnel and visitors in conference rooms to best of their abilityBook conference rooms and visitor offices for guests and staff as neededWill be first point of contact for any maintenance trouble, and will communicate clearly to OM and Facilities to resolveCreate an exceptional first impression for guests, to represent the firm in a positive and professional mannerArrange for catering, and act as liaison between food service staffcaterers and the firm to ensure perfect ordering and timing (to be shared with OS)Maintain and coordinate details of daily meetings and events in all conference rooms, in order to best direct guestsReceive and direct deliveriesAssist staff or guests with special requests i.e. car service, directions and suggestions for local accommodationsAssist administrative assistants with document production, assembling large print jobs (task to be shared with OS)Assist staff with administrative tasks such as scheduling, room booking, catering, filing, scanning, copying, expense reportingIdentify areas in need of improvement, and notify OMWilling and able to assist other administrative staff with administrative tasks and responsibilitiesQualifications:Strong written and verbal communication skillsPolished, business-professional or business-formal attireProven experience as Receptionist, Concierge, Administrative Assistant or similar2-yrs experience in high volume roleHands-on experience with office equipment (copier, scanner, spiral binding, postage machine, multi-line phones video conferencing)Multi-tasking: Ability to answer and transfer calls while professionally greetingwelcomingdirecting and announcing guests appropriately (includes noting guests' full names and staff they are here to see); includes maintaining conference rooms, cleanliness of guest reception, beverage offering, guidance throughout officeExcellent interpersonal skills and ability to collaborate well in a team, as well as with building management and securityExtremely organized, detail-orientedAble to prioritize workload, and take direction with minimal supervisionOperates with discretion and confidentiality in VIP environmentTakes detailed notesreminders, is aware of delivery timelines and freight registration process for deliveriesComfortable using MS Outlook to book space for staff, and calendar reminders for themselfAble to work well under pressure in a fast-paced, deadline-oriented environment.How-can-I-help-you? attitude towards both guests and staffManual dexterity and physical mobility, including ability to move frequently from reception area to conference rooms and throughout officeAbility to assist with technology in conference rooms, i.e.: Cisco Webex phone and video calls, HDMI port connections, screenshare and AppleTV and Guest WiFi info at the readyPlease submit your resume for consideration!You can use WorkGrades to collect and manage your references for free and share them with us or anyone else you choose by visiting homecandidate. Candidates with references are always preferred by our clients. Now is the most important time to stand out from the crowd. We suggest that you ensure you have updated your LinkedIn profile and that you start collecting your references early.