Receptionist/Administrator

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Job details

Job TypeFull-time

Full Job Description

Why join us?

Are you looking to join an innovative, global real estate company who builds communities and connects people to exceptional places? If so, we would love to tell you our story.

At Oxford, our culture is truly one of a kind. Across business lines and around the world, we embrace the complex and tackle opportunities with speed and agility. We are ambitious and humble, forward looking and service-focused. We get stuff done, and have fun doing it! We take great pride in contributing to the communities where we live. We believe that what is good for the environment is good for business. Together we deliver exceptional experiences to our over 2 million daily customers.
Working hours: 8am-4pm

Responsibilities
Serve visitors by greeting, welcoming, taking beverage order, seating, assisting with any IT requirements, and announcing them appropriately
Answer, screen and forward any incoming phone calls while providing basic information when needed
Receive and sort daily mail/deliveries/couriers, along with sending email confirmations to the appropriate employee/dept. admin once package arrives
Maintain security by following procedures and controlling access via the reception desk (issue visitor passes, quarterly access card reviews)
Organize conference and meeting room bookings and maintain reception calendar
Perform other clerical receptionist duties such as filing, photocopying, collating, faxing etc.
Facilities Management – monitor and maintain office and kitchen equipment and general tidiness of shared office areas.
Submit work orders on behalf of the office staff floors 8-10 and ensure work orders are completed accurately
Writing and distributing interoffice memos
Organizing and ordering catering for meetings and events
Ordering and maintaining inventory of office and café supplies
Maintaining & tracking office and café supply orders within budgets
Performing the A/P process for corporate invoices, navigating accounts payable workflow
Maintain vendor relationships, contract agreements, COI reviews, and invoice reviews
Year End budget reviews for possible savings/increases
Provide information for Year End vendor payment reviews and accruals
Vendor setup work flow from start to finish for 550 Washington, NYRO, and occasionally 450 Park Ave
Act as the main point of contact for all NY Regional Office and St John’s Terminal operations invoices. This includes being the liaison between the Head AP Department and vendors
Acting as administrative support for overflow work of other departments
Act as regional point of contact for interoffice employee visits and meetings
Act as point of contact to set up and troubleshoot WebEx meetings as well as other IT capabilities
Requirements
Proven working experience in a front office/customer or client facing environment
Experience in office management
Professional appearance
Solid communication skills both written and verbal
Ability to be resourceful and proactive in dealing with issues that may arise
Ability to organize, multitask, prioritize and work under pressure
Excellent Microsoft Office skills including ability to build/maintain intermediate level spreadsheets for tracking of office costs and budgets.
Flexibility to come in early or stay late for occasional meetings outside of office hours when necessary
Adaptable and self-sufficient team player
Experience leading projects and working with vendors
Experience reviewing contracts: COI review/file keeping
Outlook calendar management
Effective time management skills

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