Job Details
Role: Administrative Receptionist
Position Type: Contract then possible conversion to permanent
Contract Duration: 3 Months with possible conversion to permanent
Work Location: New York City, NY 10175 (Onsite from day one, local candidates to NYC. Should be within 30 miles radius)
Weekly Schedule for this position: Monday-Thursday 7:30Am to 3:00PM and Friday 8:00AM to 6:00PM (Tentative. Final work schedule will be provided by the hiring manager once selected)
Job Description:
Main Role (Overall Accountability):
Be part of the Facilities Team, assisting the Manager and Assistant Manager
Reception duties
Accounts Payables, Security Reports and Trackers
Mail Processing
Covering and training security
Creating IT tickets
Keeping inventory records and supplies up to date
Principle Accountabilities
Answer and transfer calls for Genpact clients, using Avaya computer VOIP phone system.
a) Making sure all calls are transferred to correct locations, using phone log or address book.
b) Keeping phone log up to date, as clients change or employees exit.
Handling company mail
a) Responsible for all mail and packages that comes in the office, (Fed Ex, UPS, Postal)
b) Scanning mail to certain team leads or managers
c) Distribute mail for those working in the office
d) Place mail by security for designated remote employees to pickup
e) Ensuring mail is correctly logged by the security guards
Assisting Security guard as needed
a) Assist new security guard with training
b) Open ticket for IT to install; Outlook, Teams, Okta and basic computer programs
c) Email Facility Managers to add programs needed for reports and badging; CCTV, CCure, VMS
d) Sign in visitors and vendors or temp employees on VMS or Kiosk
e) Create badges as needed for new hires or employees losing badges
f) Covering guards every two hours, while they do their rounds
g) Request all monthly logs from security, the first of every month
h) Scan monthly reports to Facilities Manager; (IDF/MDF reports, visitor logs and Daily Rosters)
i) Keep all security reports in facilities cabinet
Keeping Excel trackers up to date
a) Sustainability reports for Utilities, (PA American Water, UGI Natural Gas, UGI Electric
a. Need to be updated as bills arrive and submitted monthly
b) Yearly trackers accurately kept up to date
a. Checking all vendor invoices that arrive and send to FM and FM Assistant;
b. Send to account payables, US Imaging and person in charge of receiving invoices
c. Add to yearly tracker; shared office tracker and Genpact Facility tracker
Respond to all emails daily
a) Respond to all emails daily in a timely manner, to resolve all concerns
b) Respond to emails from vendors, regarding invoices to be paid
c) Research why invoices have not be paid
d) Request invoices from vendors if not received
e) Look in vendors websites to pull up invoices monthly and forward to AP and FM
Ordering supplies
a) Order office supplies from Staples as needed, with Facilities Manager approval first
b) Add order on excel tracker
c) Keep inventory of coffee supplies and order as needed, from Heathland.
d) Ensure Facilities Manager approves all supplies requisitions.
Keep all files and supplies organized and locked in cabinets.
Diverse Lynx LLC is an Equal Employment Opportunity employer. All qualified applicants will receive due consideration for employment without any discrimination. All applicants will be evaluated solely on the basis of their ability, competence and their proven capability to perform the functions outlined in the corresponding role. We promote and support a diverse workforce across all levels in the company.