Receptionist/Junior Administrative Assistant

Objective









The Receptionist/Junior Assistant will be responsible for providing a consistent level of quality support through handling the switchboard, meeting and greeting clients/guests, communicating effectively and performing administrative functions as needed. This person will report directly to the SF Office Manager and his/her hours will be 8:00 am-5:00 pm.

Major Responsibilities and Job Activities Job Responsibilities

§ Manage the seven-line switchboard for Mercer Delta and Mercer Management Consulting

§ Meet and greet clients/guests with the utmost professionalism, outstanding customer service, and courtesy

§   Manage all functions and operations related to FedEx, messenger, UPS, Costco, and other related vendors

§ Receive incoming deliveries and distribute them to recipients in a timely manner

§ Pick up and distribute mail

§ Sort and deliver incoming faxes at least three times per day

§ Maintain conference rooms and their calendars for Mercer Delta and Mercer Management

§ Set up and break down conference rooms for meetings (includes audio visual equipment, catering, coordination, etc.)

§ Pick up daily newspapers and display them on the newspaper stand

§ Maintain kitchen cleanliness, i.e., stock refrigerator and cabinets, load and unload dishwasher, clear and clean countertops,etc.

§ Maintain order and cleanliness of reception area at all times As-Needed Basis

§ Telephone maintenance/programming/user training

§ Change/update outgoing voicemail messages when needed

§ Update monthly SF employee phone list and communicate changes to New York

§ Order general office supplies upon approval from Office Manager

§ Maintain office machines/equipment, i.e., change/replace supplies, toner, paper, etc.

§ Coordinate routine maintenance/repair with facilities/building management, i.e., room temperature, light bulbs, etc.

§ Keep inventory on kitchen supplies, maintain adequate supply, and order supplies from vendors

§ Provide courier and special request services, i.e., drop off/pick up nearby packages, cakes, etc. Junior Assistant Responsibilities

§ Assist Office Manager with Delta Day, schedule candidate interviews with recruiters, assist in overall recruiting processes,

coordinate office events, contact vendors, provide support with expense reporting and invoicing, follow up with Finance

Department on late invoices, prepare petty cash replenishment report, provide other administrative duties as required

§ Assist CoRe Team with travel arrangements, meeting coordination, document production, proofing, etc.

§ Provide back-up administrative assistance to CoRe Team, i.e., binding, FedEx, mailing, labels, sorting, collating, copying,

printing, packaging, data entry, filing, organizing, laminating, etc.

§ Arrange in-house catering for special events (i.e., CoRe Team meetings, consultant meetings, Mercer Delta Day, etc.)

§ Be proactive and identify projects that may need assistance

REQUIREMENTS
Requirements

§ Experience in general office/reception services

§ Electronic calendar, e-mail, office machines/equipment

§ Proficiency of Microsoft Word including excellent word-processing, presentation and database skills

§ Ability to produce letters, memos, and presentations in required Mercer Delta software (i.e., MS Word, PowerPoint).

§ Strong Proofreading Skills and attention to detail

§ Good writing and communication skills

§ Ability to prioritize and meet deadlines under pressure