Description:ADMINISTRATION FLOATERGLOBAL ADMINISTRATIONGuggenheim is seeking an exceptional individual to join its Administration team. Reporting to the Vice President of Administration, this person will join a highly energized team responsible for maintaining global operational standards and will be responsible for understanding and performing the fundamental duties of a receptionist, a floor administrator, and a mail room associate. In addition to excellent communication skills, the ideal candidate will demonstrate an ability to roll up their sleeves and perform any and all responsibilities needed to ensure success. The successful candidate will be comfortable interacting with all levels of employees throughout the organization in a fast-paced environment. The position is located in the New York office.SPECIFIC RESPONSIBILITIES INCLUDE: Manage multiple conference rooms and guest spaces. The management of conference and guest space requires high attention to detail and adherence to a complex conference scheduling system managed by the Administration team. Greet and properly direct all clients and guests. Be responsive to client s needs upon arrival. Cover vacation and sick days for Reception, Floor Administration, and Mail Room staff as needed. Answer a multi-line telephone and give appropriate information to callers or route calls to appropriate party while demonstrating professional telephone etiquette. Order, set-up, and break down catering as necessary for client meetings. Coordinate with administrative staff and premises department to maintain the appearance of the reception area, conference rooms, pantries, and restrooms. Prepare purchase orders for a variety of office supplies from multiple vendors. Keep accurate inventory of items needed. Perform mailroom activities, including the timely sorting and delivery of incoming mail, as well as the preparation and sending of outgoing mail as needed. Manage all guest entry into the building management security system. Order, track, and confirm receipt of messenger services and other mailings. Make daily rounds check the stock of restroom supplies and restock as necessary. Visit each copy room daily and communicate supply needs with reception/floor administration. Restock refrigerators and general pantry supplies in the afternoon. Prepare check requests as assigned. Perform other related duties as assigned or requested.Requirements:SKILLS & EXPERIENCE REQUIRED: Bachelor s degree with 1-2 years of related experience in a corporate environment. Strong knowledge of MS Office, including Outlook, Word, Excel, and Power Point. Ability to effectively communicate and collaborate with diverse personalities in all levels of management, as well as outside vendors and clients, by maintaining objectivity and demonstrating maturity Strong customer service skills a must Good interpersonal, organizational, communication and problem solving skills are required Must be hands-on and be willing to roll up their sleeves to perform any and all responsibilities needed to ensure success
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