United States of America: Senior Receptionist

Overview

The Senior Receptionist has primary responsibility for ensuring that the overall office operation function of MSH’s New York office runs smoothly and efficiently. The Senior Receptionist is aware of and adheres to MSH’s Procurement Integrity standards in all activities.

Specific Responsibilities

Primary reception (35%)

• Answer main telephone line and greet visitors.
• Process and distribute incoming mail and deliveries; maintain a log of packages delivered and who received them.
• Support NY office staff with outgoing mail, messengers, and courier shipments.
• Liaise with building management on maintenance, safety, and security issues.
• Notify staff of any special office procedures such as kitchen protocol and building procedures including fire drills and notifications of closing.
• Ensure back-up reception coverage when away from desk.
• Greet visitors and ensure registration in the visitor log, issue visitor identification badges when appropriate, and notify MSH staff of the visitor’s arrival.
• Coordinate monthly updates and maintenance of the MSH NY phone list.
• Maintain reception area, mail and storage rooms, and conference rooms to be safe, clean, stocked with MSH communications materials as appropriate, and free of clutter.
• Prepare and keep updated the Facilities Manual with building and vendor contact info and description of receptionist's actions in each situation for coverage purposes.
• Manage the seating chart and assign spaces according to guidance, print name tags for cubicles.

Facility support functions (35%)

• Provide orientation to new hires on use of office equipment and general office procedures including safety and security practices.
• Coordinate and track distribution of building security cards and keys for New York staff.
• Coordinate allocation of office space for staff, interns, consultants, and visitors.
• Kitchen – maintain trash receptacles, Brita water, coffee system and starting/unloading dishwasher on a daily basis.
• Ensure conference rooms are maintained properly for meetings.
• Coordinate occasional events and catering.
• Assist program staff in packing and shipping materials for conferences as needed.
• Maintain New York office administration records including vendor contracts and leases and library materials.
• Update telephone directory, emergency contact list, and organizational chart/staffing list in consultation with the Program and HR department.
• Assist Facilities Manager with property and liability insurance issues.
• Coordinate with the external document storage vendor and assist MSH staff with requests for document retrieval and storage.
• Assist with managing MSH AED machines (if any); assist in organizing and training a group of volunteers interested to know how to operate them.
• Coordinate Emergency Evacuation Procedures in compliance with MSH Emergency Evacuation Plan, and ensure staff awareness of them.
• Assist with Fire Drills, scheduled by the building management; manage a group of volunteers for organized evaluation of MSH employees from the building.
• Assist with market research for vendors for MSH facilities’ needs.
• Assist Facilities Manager with management of relationship with sub-tenant (if applicable) and solicitation of a new tenant if necessary.
• Oversee use of office space if shared with a subtenant.

Coordinate management of vendors and office supplies (20%)

• Assist in purchasing/leasing of office equipment and furniture.
• Ensure office is stocked with office supplies and other required items to maintain office operations. Maintain inventory of Office supply room in order to provide uninterrupted supply of goods and limit the number of orders.
• Manage the stocking of the kitchen with necessary supplies.
• Arrange for equipment maintenance as needed, coordinating with vendors, building management, IS and Procurement departments.
• Generate purchase requests in the automated procurements system and receipt goods and services as needed.

Administrative office support functions (10%)

• Assist with central filing of records from proposal submission to final award.
• Assist with printing, and mailing/emailing technical and other documents and confirm receipt as necessary.
• Set up conference calls and video calls as needed.
• Maintain files associated with the facility office.
• Additional duties, tasks or special projects, as needed and under supervision of NY office management, to support the business and programmatic work of the NY office and its staff and programs (i.e., assistance with travel requisitions, visa paperwork, notarizing documents, large copy and print jobs, etc.).

Qualifications

• Bachelor’s degree.

Preferred:

• 1+ years of experience working in reception, administrative support, and service delivery role within a corporate environment.

Knowledge and Skills

• Experience working in reception, administrative support, procurement and service delivery role within a corporate environment preferred.
• Proficient in Microsoft Office Suite and Google apps including Gmail, calendar, and Google Drive.
• Experience in calendar management for organizational events.
• Knowledge of multi-line phone system operation.
• Experience providing administrative support for a variety of management levels of employees and visitors.
• Coordination and management of vendor relationships and processing associated invoices.
• Knowledge of French or Spanish a plus.

Competencies

• Experience working in reception, administrative support, procurement and service delivery role within a corporate environment preferred.
• Proficient in Microsoft Office Suite and Google apps including Gmail, calendar, and Google Drive.
• Experience in calendar management for organizational events.
• Knowledge of multi-line phone system operation.
• Experience providing administrative support for a variety of management levels of employees and visitors.
• Coordination and management of vendor relationships and processing associated invoices.
• Knowledge of French or Spanish a plus.

Physical Demands

• Keyboard use, pulling drawers, lifting papers <10 lbs.

EEO Statement

Management Sciences for Health is an equal opportunity employer offering employment without regard to race, color, religion, gender, sexual orientation, gender identity, age, national origin, citizenship, physical or mental disability, or protected veteran status.

Reports To

Acting Facilities Manager

Visit the MSH website to APPLY!

https://jobs-msh.icims.com/jobs/8941/senior-receptionist/job