NRDC seeks a Receptionist to join our Administration Department in our New York Office. The Receptionist will answer all incoming calls and provide administrative support to the Facilities Department. The candidate must be able to efficiently handle administrative tasks such as: coordinating and booking travel, processing invoice and expenses, handling phone calls, greeting visitors, scheduling and coordinating meetings, proofreading and preparing materials for meetings and other events. The ideal candidate will have excellent administrative and organizational skills, sound judgment, strong interpersonal skills, and be able to support consensus-based decision with a flexible, innovative approach to resolving issues. This position reports to NRDC’s NY Office Senior Facilities Manager.
- Answer all incoming calls from multi-line switchboard
- Manage visitors’ log
- Greet visitors courteously before contacting appropriate staff member
- Receive and distribute messenger, overnight and fax deliveries
- Maintains the reception area in an orderly and presentable manner
- Maintains and updates daily sign in/out sheet and other office staff lists
- Process facilities invoices and other budget management activities as requested
- Maintaining calendar appointments and meetings
- Coordinating schedules and travel arrangements
- Organize office events and meetings
- Provide a high level of customer service to our staff and visitors
- Maintain paper and electronic filing systems and databases
- Maintain NRDC commitment to greener business operations
- Provide general administrative support and ad hoc projects as needed
- Willingness to take on additional responsibilities as time allows.
- Two to four years of work experience; prior experience as a receptionist or administrative assistant preferred (facilities administration experience a plus)
- Ability to operate a switchboard
- Excellent verbal, writing and interpersonal skills
- Self-directed, with the ability to prioritize multiple projects
- Proactive, detail oriented, problem solver with the ability to deliver high-quality results on-time
- Excellent interpersonal, customer service and organizational skills are required; timely completion and attention to detail are expected as is the ability to make decisions and access situations with the “big picture” in mind
- Experience working with multiple teams, priorities and projects at the same time
- Ability to maintain composure under stress and to adhere to high standards of confidentiality
- Strong customer service skills
- Keen interest in nature and the environment a plus
- Enthusiastic, warm attitude with a strong interest in assisting people
- Must like to work collaboratively but be able to execute hands on and independently
- Must be able to assert functional leadership and influence and to communicate ideas, proposals and decisions in a professional manner
- Internet savvy plus a proven mastery of Office applications including Word, PowerPoint, Excel, Visio and Outlook; Agilquest Planning System, Great Plains and Concur accounting software knowledge helpful, but not required
- Willingness to be available for occasional overtime work