Office Administrator/Receptionist – International Financial firm

An international financial firm is seeking an Office Administrator/Receptionist.
Meet, greet and provide support to guests and employees, interacting daily with both internal and external contacts. Conduct a variety of office support, facilities-related tasks and administrative functions for Corporate Operations team and throughout the company as needed.

Essential Duties/Function:

  • Serve as representative of the company by greeting and attending to guests upon arrival
  • Establish primary contact and rapport with clients, vendors and visitors at reception desk; create appointment schedules; ensure reception area and all conference rooms are safe, clean & presentable
  • Assist visitors with use of company facilities and answer any related questions
  • Support employees in managing their conference room needs to provide the best possible experience for guests (i.e. offering refreshments, ensuring the rooms are sanitized, cleared and maintained after use, etc.) and to maximize conference room availability. Assist in resolving unexpected scheduling issues as they arise
  • Answer internal and external phone calls and direct or otherwise respond to all calls as appropriate
  • Provide corporate-wide administrative and facilities support, including but not limited to coordinating organizational meetings (weekly team head meetings), interact with the building for facilities requests, implementing various security procedures, maintaining records, and vendor coordination
  • Manage office postage machine, copiers and supplies inventory (including Café) and place orders, as necessary
  • Administer company PC’s and Mobile devices
  • Planning and execution of company events, as delegated.
  • Receive, sort and distribute official documents and mail addressed to the office.
  • Update and maintain employee and department directories and seating chart. Coordinate telephone maintenance between employees and the phone company.
  • Generate and maintain departmental correspondence including, but not limited to, quarterly newsletter, labor law notices/postings, etc.
  • Order company-wide business cards and distribute mail to all employees.
  • Assist with the preparation of Holiday cards.
  • Support internal audit preparation; prepare documents required for the annual internal audit and annual ACA mock audit.
  • Respond to basic queries pertaining to the services provided by the company.
  • Miscellaneous duties as assigned

Experience/Qualifications:

  • At least two years of relevant work experience as a receptionist or office Administrator.
  • Exceptionally strong presentation skills are essential
  • Knowledge of general office procedures
  • Strong knowledge of Microsoft Office (Word, Excel, PowerPoint)
  • Excellent communication skills (including via phone, e-mail, and in person); ability to compose correspondence.
  • Proficient in data entry
  • Organized and able to follow up on multiple tasks without direction.
  • A professional and flexible team player with strong attention to detail and accuracy
  • Excellent interpersonal skills with ability to adapt and collaborate with various departments and all levels of staff.
  • Japanese proficiency preferred but not required.