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About the Role
The Receptionist & Office Assistant is the first point of contact for visitors and functions as the primary telephone operator. This role also serves as the main contact for internal departments' inquiries related to scheduling meeting rooms and handles restocking and monitoring supplies in common spaces. This position ensures appropriate coverage and common space maintenance from 8:00 AM to 5:30 PM, working in shifts.
Responsibilities
- Welcome and direct visitors in a friendly and professional manner and notify host staff of visitors’ arrival.
- Answer all incoming calls for the organization on a multi-line console, direct and transfer calls appropriately, and assist callers with inquiries.
- Update “away” greeting on main number to provide timely and relevant information to callers after hours.
- Monitor voicemail messages and handle as required, noting calls on the team’s call log.
- Maintain familiarity with Trinity Church liturgical calendar and Trinity Commons schedules to facilitate calls and inquiries.
- Notify supervisor of calls that cannot be readily redirected to trouble shoot changes to call protocols.
- Schedule and coordinate arrangements for office meeting rooms, including reservations, cleaning, logistics, and room set-ups.
- Coordinate with administrative staff in ordering food and beverages for lunch meetings.
- Support Director, Office Services and other administrative staff in arranging office hospitality services.
- Assist and support office administrative staff in coordination with supervisor, as requested.
- Monitor and restock supplies as required in designated common spaces using team checklists.
- Coordinate with supervisor when supplies need to be reordered.
- Open or close the office daily at the start/end of the business day.
- Monitor and assure that appearance of common areas is maintained through scheduled rounds checking reception area, pantry areas, conference rooms, and informal convening rooms.
- Assist with general office administrative duties, as needed, including updates to team tracking sheets for monitoring supplies.
- Assist with room scheduling and monitoring room activity via the Eptura/Condeco room reservation system.
- Monitor inventory of primary office supplies and keep organized.
- Replenish food and beverage supplies as needed.
- Maintain Reception team calendar with one-time and recurring team tasks.
- Assist supervisor in implementation of upgrades to common spaces to support Trinity’s sustainability goals.
- Restock pantries, coordinating with supervisor in placing and tracking cost effective orders.
- Use Microsoft Office applications to track supply orders and messages received.
- Submit via Prism requests for routine office repairs and maintenance requests.
- Assist with creating visitor requests through the Visitor Management System, coordinating with host and security officers.
- Adhere to confidentiality rules and all other Trinity Church NYC policies, procedures, and rules.
- Perform all duties in a manner that promote Trinity’s mission and Ways of Being.
- Assume other related responsibilities and special projects as required.
Requirements
- Excellent customer service and communication skills
- Professional telephone manner, positive attitude, people-focused, good listening skills and strong sense of humor
- Detail-oriented and highly organized
- Sensitive to pastoral needs of callers and visitors
- Able to focus and complete tasks while working in an open space
- Highly proficient at using Windows and MS Office Applications to enhance office efficiency
- Ability to accept direction and understand instructions or seek clarification when needed
- Works independently and takes initiative to solve problems
- Works well under pressure and in variable work conditions
- A well-honed sense of discretion and the ability to work independently and collaborate with colleagues
- Excellent interpersonal skills with ability to work closely with colleagues
- Understands the discretion needed in supporting Trinity’s guests.
Skills
- Microsoft Office Applications
- Windows
- Eptura/Condeco room reservation system
- Prism
- Visitor Management System
Location
- 76 Trinity Place
Work Type
- Fully onsite
- Monday through Friday
- Occasional overtime
Experience Level
- A minimum of two years of previous receptionist or administrative assistant experience, preferably in a mid-sized office
- Experience working in a diverse and complex environment
- Experience working as part of a team
Education Level
- A bachelor’s degree in Business Administration, Hospitality or other related field, or comparable work experience or an equivalent combination of training and/or experience
Salary/Compensations
- $31.59–$36.54 per hour
About the Company
- Trinity Church