Receptionist/Administrative Assistant - ApTask

About Client:
The client is a global investment and advisory financial services firm that engages in investment banking, asset management, capital markets services, and insurance services. It’s commitment is to advance the strategic interests of our clients and to deliver long-term results with excellence and integrity. The client help governments, institutions, and individuals address complex financial challenges, identify opportunity, and achieve their long-term objectives.



Rate Range: $25-$26/Hr



Job Description:

• Reporting to the Vice President of Administration/Office Services, this person will join a highly energized team responsible for maintaining global operational standards with a professional demeanor.
• In addition to excellent communication skills, the ideal candidate will demonstrate an ability to roll up their sleeves and perform 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.

• Greet and properly direct all clients and guests. Be responsive to client’s needs upon arrival.
• Answer a multi-line telephone and give appropriate information to callers or route calls to appropriate party while demonstrating professional telephone etiquette.
• Manage multiple conference room, and guest space calendars.
• The management of conference space requires detail-oriented correspondence with meeting organizers and other administrative staff through an internal conference scheduling system.
• Register all guests and clients properly with the building security system.
• Order, prepare, and clean up catering as necessary for client meetings.
• Prepare purchase orders for a variety of office supplies from multiple vendors. Keep accurate inventory of items needed.
• Order, track, and confirm receipt of messenger services and other mailings.
• Coordinate with administrative staff and premises department to maintain the appearance of the reception area, conference rooms, pantries, and restrooms.
• Complete special projects for management as needed.
• Order and stock multiple pantries using current vendors and established par levels.
• Set-up and clean up beverage and catering service in conference rooms.
• Organize multiple storage rooms and closets. This task may require the ability to lift to 40lbs.
• Maintain stock of restroom supplies and coordinate stocking rooms with porters.
• Assist and maintain toner supply program.
• Assist in copy room organization when needed.
• Register all guests and clients properly with the building security system.
• Cross train at Reception and provide back-up phone support when needed.
• Greet and direct guests and vendors.
• Prepare vendor payment requests.

• Bachelor’s degree with 1-2 years of related experience.
• 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 all responsibilities needed to ensure success.

Non-benefitted (other than those mandated under state or federal law).Please note that this position does not include paid time off benefits. ApTask offers subsidized insurance coverage to our employees.
 
About ApTask:
ApTask is a leading global provider of workforce solutions and talent acquisition services, dedicated to shaping the future of work. As an African American-owned and Veteran-certified company, ApTask offers a comprehensive suite of services, including staffing and recruitment solutions, managed services, IT consulting, and project management. With a focus on excellence, collaboration, and innovation, ApTask provides unparalleled opportunities for professional growth and development. As a member of the ApTask team, you will have the chance to connect businesses with top-tier professionals, optimize workforce performance, and drive success across diverse industries. Join us at ApTask and be part of our mission to empower organizations to thrive while fostering a diverse and inclusive work environment.

Applicants may be required to attend interviews in person or by video conference. In addition, candidates may be required to present their current state or government issued ID during each interview.

Candidate Data Collection Disclaimer:
At ApTask, we prioritize safeguarding your privacy. As part of our recruitment process, certain Personally Identifiable Information (PII) may be requested by our clients for verification and application purposes. Rest assured, we strictly adhere to confidentiality standards and comply with all relevant data protection laws. Please note that we only collect the necessary information as specified by each client and do not request sensitive details during the initial stages of recruitment.

If you have any concerns or queries about your personal information, please feel free to contact our compliance team at businessexcellence@aptask.com