Assistant/Office Coordinator Jobs

Position: Assistant / Office Coordinator

Department: 15th Floor Reception

Employment Status: Full-time

Office Location: Corporate Office, NY

Job Summary:

The Office Coordinator is responsible for ensuring that the 15th floor office runs smoothly and efficiently. This position will provide excellent customer service to a community of employees and tenants. This role will represent the company as the first and last point of contact as guests and employees enter and exit the office. The Office Coordinator must maintain a professional appearance and positive attitude, which is critical to our image and culture.

Job Specific Responsibilities and Duties:

• General inventory items include: milk, creamer, bear, alcohol, G2, coffee, tea Etc.
• Manage conference room reservations
• Distribute incoming mail
• Answer all incoming calls for the main line/record and deliver messages as appropriate
• Escort guests to the waiting area, conference rooms and offices
• Clean and station chairs properly
• Check/fill water and bean compartments of the coffee maker multiple times per day
• Arrange back-up phone and door coverage when absent from the reception area
• Offer beverage service to guests and meeting attendees
• Maintain a calendar of upcoming visitors
• Manage the upkeep of all common areas including: waiting area, conference rooms, kitchen, restrooms and walkways
• Provide delivery service within the building as needed by the Executive Management
• Announce all guests to the appropriate employees or tenants
• Manage daily dishwasher run (with appropriate detergent) and restock clean dishware
• Collect, store and retrieve coats/baggage for guests
• Inventory supplies, order stock to par and put away new supplies
• Meet and greet all employees and guests entering the office with a high degree of professionalism, courtesy and friendliness
• Clean and clear counters and tabletops free from clutter
• Contact the Maintenance or Engineering Department to request assistance on office equipment non-scheduled cleaning issues or general facilities problems
• Accept all deliveries for employees/tenants and deliver to their intended receiver

• Send out reminders to all employees
• Send basic communication to all employees regarding office related messages (approval required before sending a message to 3 or more people)
• Create and maintain distribution list of all employees and tenants on the 15th floor, including names, e-mails and phone numbers
• Design, order and distribute business cards
• Order office supplies
  • Establish a regular order date
  • Send out reminders to all employees
  • Deliver new stock to the appropriate employee
• Establish a regular order date
• Deliver new stock to the appropriate employee

• Create and update power point presentations
• Assist with special projects for all 15th floor teams as assigned by the Executive Assistant. These projects include but are not limited to:
• Plan 15th floor events
• Travel coordination
• Manipulate presentations, documents and floorplans

Qualifications:

• Prior experience working in a customer service and/or administrative role
• Bachelor's degree (BA/BS) from a four year college or university

Job Specific Requirements:

• Strong and pleasant telephone demeanor
• Able to present themselves professionally, but also have fun with the experience
• Excellent verbal and written communication skills

• Demonstrates attention to detail and organization

• Ability to prioritize and work in a fast-paced, multi-faceted environment
• Ability to multi-task and be a team player

• Demonstrates a high degree of strategic thinking and resourcefulness

• Excellent computer skills particularly: Microsoft Office Suite, including Word, Excel and Outlook

The job description outlined above is considered a core list of job duties/requirements. This document should not be considered a complete or comprehensive list. The incumbent assigned to this position is required to perform the duties listed above. The incumbent is also expected to adapt to changes and/or additions as needed. Nothing contained within this document is intended or shall be construed to create or constitute a contract of employment between any employee or group of employees and Emigrant Savings Bank and its Subsidiaries. Emigrant Savings Bank and its Subsidiaries retains and reserves any and all rights to change, modify , amend, add to or delete from any section of this document as it deems, in its judgment, to be proper.