4/4/17: Receptionist & Office Assistant (NYC)

What are you looking for?
Receptionist & Office Assistant
What’s the name of your church or organization?
Trinity Church Wall Street
Where is the job site located?
New York, NY
What do you want this person to do?
Position Title: Receptionist & Office Assistant

POSITION SUMMARY
The Receptionist & Office Assistant is the first point of contact for all visitors to the Trinity office at 120 Broadway and functions as the primary telephone operator. This position also serves as the main contact for internal departments scheduling the use of Trinity’s meeting and conference rooms. Additionally, this position provides support to the staff of the Psychotherapy & Spirituality Institute (PSI) in logging their daily visitors. This position partners with a second Receptionist & Office Assistant to ensure appropriate coverage and common space maintenance from 8:15 AM to 5:45 PM.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Greet and direct visitors in a friendly and professional manner and notify necessary employee of visitor’s arrival.
2. Answer all incoming calls for the organization on a multi-line console. Direct and transfer calls appropriately. Assist callers with all inquiries and resolve routine issues.
3. Maintain familiarity with Trinity liturgical calendar and schedules of special events, ongoing and special services and programs in order to facilitate calls and inquiries received. Notify supervisor of calls that cannot be readily redirected to trouble shoot changes to call protocols as necessary.
4. Schedule and coordinate arrangements for office meeting rooms, including room reservations, cleaning, logistics and room set-ups for meetings, arrangements for outside visitors, and posting daily meeting schedules.
5. Support Parish Office Manager and other administrative staff in arranging office hospitality services:
a. Office events, including receptions, off-site meetings, staff events, Vestry meetings, and special events as requested.
b. Coordinate catering services as requested.
6. Assist and support office administrative staff in coordination with Parish Office Manager, as requested.
7. Assist the Mission & Ministry Senior Bookkeeper (processing invoices and data entry as appropriate).
8. General office duties:
a. Open the office daily at the start of the business day.
b. Monitor and assure that appearance of common areas is maintained: reception area, pantry areas, 39th floor Café, conference rooms and Commons Room.
c. Assist with general office administrative duties, as needed.
d. Keep office supplies inventory stocked and organized. Replenish food and beverage supplies as needed.
e. Receive and sign for packages, notifying recipients when packages are received. Liaise with other staff to have packages moved to maintain orderly appearance in reception area.
9. Responsible for stocking and cleaning all 4 pantries and the large café.
10. Responsible for entering all visitors (Trinity and PSI) into Workspeed. Also handle all before hours, after hours, and weekend visitors by E-mailing the building manager with detailed information.
11. Handle the entry of office repairs and maintenance requests.
12. Work independently and within a team on special, ongoing and non-recurring projects.
13. Adhere to confidentiality rules and all other Trinity Wall Street policies, procedures and rules.
14. Perform all duties in a manner that promote Trinity’s mission and core values.
15. Assume other related responsibilities and special projects as required.

Required Skills and Knowledge:
• Excellent customer service and communication skills
• Professional telephone manner, positive attitude, people-focused and strong sense of humor
• Detail-oriented and highly organized
• Sensitive to pastoral needs of callers and visitors
• Able to focus and complete tasks while working in an open space
• Highly proficient at using Windows and MS Office Applications to enhance office efficiency
• Ability to accept direction and understand instructions or seeking clarification when needed
• Works independently and takes initiative to solve problems
• Works well under pressure and in variable work conditions
• A well-honed sense of discretion and the ability to work independently and collaborate with colleagues across and through an organization
• Excellent interpersonal skills with ability to work closely with colleagues in completing routine and special assignments
• Understands the discretion needed in supporting Trinity’s and PSI’s clients

Required and Preferred Education, Experience, and Credentials:
• A bachelor’s degree in Business Administration, Hospitality or other related field
• A minimum of two years of previous receptionist or administrative assistant experience, preferably in a mid-sized office
• Experience supporting multiple managers
• Experience working in a diverse and complex environment
• Familiar with coding and preparing invoices, vouchers and expense reports

What type of commitment are you looking for?
Full time
Does this job pay?
Yes
What is the application process?
Please send in your cover letter and resume to hr@trinitywallstreet.org
When is the application deadline?
04/24/2017
Is there a link to the job posting or application somewhere?
https://www.trinitywallstreet.org/about/careers
Do you have a website?
https://www.trinitywallstreet.org/