Global asset management firm headquarter in Palm Beach Gardens, Florida is seeking to hire a Temporary to Permanent Receptionist/Administrative Assistant to act as one of two first points of contact and provide primary reception and administrative coverage for the office. They will also provide general office and facilities support. The position reports directly to the Director, Global Administrative Services (based in NYC), requiring 5 days on-site from 8am-5pm daily. The ideal candidate is highly detail-oriented with a mature and professional demeanor.
Responsibilities:
Provide primary reception and telephone coverage. Handle incoming calls in a professional and courteous manner
Professionally greet and direct all visitors, including clients and vendors
Coordinate all conference room bookings, following company procedure: receive requests for bookings from staff members and create Outlook calendar invites
Assist in the day-to-day front office administrative and facility related activities
Maintain the office's reception, kitchen, conference rooms, supply, mailroom and printer areas. Tidy up conference rooms as needed between meetings. This may include wiping down tables and credenzas, light mopping and sweeping.
Maintain office supply inventory list and order supplies. Stock the kitchen, supply room, printer locations and restrooms (if internal) maintaining all in a neat and organized fashion. Back-up other office suites with these duties, as needed
Coordinate catering needs for client and other office meetings or events
Train admin staff on reception and office tasks, responsibilities and processes
Provide administrative support to office employees or employees that may visit
Coordinate transportation service and other travel-related arrangements as needed
Submit building maintenance tickets for facility related services
Assist with facilities onboarding (key fob access, ID badge coordination and desk setup)
Coordinate and implement all remote visitor access and flex desk setup processes
Perform filing, printing, binding, shipping and data entry tasks as needed for various departments
Update and distribute company telephone directory as needed
Update and maintain various internal employee and vendor lists
Assist with updating and maintaining the office policy and procedure manuals. Take the lead in maintaining the latest version and any updates for the office location
Coordinate the ordering and distribution of company print materials including business cards, letterhead, and marketing materials as needed
Sort and distribute incoming/outgoing mail including faxes and priority overnight mail
Organize domestic and international couriers and shipping services
Maintain office records and other documentation thoroughly and accurately, in accordance with company policies. This includes required employment law posters as needed
Provide administrative and coordination support for various business office projects and tasks
Provide administrative assistance to various company departments as needed including collating data, preparing reports, marketing materials and data entry tasks
Ensure completion of all office logs including sign-in and security procedures
Event planning and coordination
Available to stay late to meet deadlines or for after-hour emergencies as needed
Provide back-up support and coverage for the Office Administrative Team
Other duties may be assigned by the Director, Global Administrative Services, and other senior managers
Qualifications:
Team player with the ability to multi-task and prioritize. One should be able to achieve goals and satisfy deadlines in an accurate, timely, and efficient manner. This individual must be process and detail-oriented, with the ability to identify opportunities for improvement within the stated areas of responsibilities noted above
Minimum of 2-4+ years' of recent experience in providing administrative support and office coordination tasks in a fast-paced corporate office
Proficient in Outlook, Word, PowerPoint and Excel
Communicate with the highest degree of transparency and follow-up within reporting line
Ability to communicate in a professional and courteous manner
Excellent professional written skills is required
Demonstrate the ability to coordinate multiple projects concurrently including providing necessary project status follow-up
Strong work ethic and comfort level working in a high-volume environment
Ability to work independently while fostering a collaborative environment and functioning in a team structure
Excellent customer service skills with a strong attention to detail
Professional disciplined and organized work style
Punctuality and reliability are essential
Courteous and professional demeanor required
Ability to work effectively with all levels of management within the company and promptly resolve issues or recommend improvements in a positive solution-driven manner
Compensation/Benefits:
65K Base + Discretionary Bonus + Benefits
Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply.
California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.
If you would like to complete our voluntary self-identification form, please click here or copy and paste the following link into an open window in your browser: https://jobs.beaconhillstaffing.com/eeoc/
Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.
Company Profile:
Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.
Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.
Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com .
Benefits Information:
Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.