We are looking for a receptionist at Alcoa's Global HQ on Park Avenue. The receptionist will be engaging visitors by greeting, welcoming, and directing them appropriately; notifies company personnel of visitor arrival; maintains security access system, and has additional administrative responsibilities as needed. Backup Facilities as needed may be required to enter WorkSpeed ticket for Facilities/Maintenance issues, check daily incoming mail for appropriate distribution, create, log on Excel spreadsheet and maintain facilities files (Accounts payable) and maintain certificate of insurance files for all vendors (check expiration dates).
Must be proficient in Microsoft Office. Telephone Skills, Verbal Communication, Listening, Professionalism, Customer Focus, Organization, Informing Others, Handles Pressure, Phone Skills, judgment and self confidence.
Interact with a diverse group of key external contacts such as company executives, local and federal politicians and officials, ambassadors of foreign governments, and representatives from the financial community.
Make independent decisions regarding planning, organizing and scheduling of own work
Notary and CPR/AED Trained. If you are not certified we will set up training.
Flexibility a must!
Welcomes visitors by greeting them in person or on the phone; answer and refer inquiries.
Direct visitors to appropriate departments. Safety instruction upon arrival.
Answer all incoming calls to 2600 and executive offices. Calls to be transferred to admin/executive.
Detailed messages with names and numbers must be clearly written which is approximately 90% of all phone calls
Greet and welcome guests. Guests must be given a visitor badge and Alcoans must sign Tax Log Sheet.
Maintain log of Alcoa employees visiting the New York office for tax purposes. Via email, provide Alcoan visitors with forms and information regarding the NY State tax policy (FOR U.S. employees only).
Point out safety instructions and other information on the back of the visitors, contractors and Alcoan badges.
Monitor the Kastle security screen at reception desk for all floors, directing and/or redirecting outsiders to 12th floor reception.
Maintains safe and clean reception area.
Create security access to the office via Kastle Systems Key Cards (Management must approve all cards that are given).
Maintain admin out of office log daily.
Update senior contact list - Quarterly.
Manage voicemail mailbox messages/greeting (holiday and emergency voice mail) with managers approval.
Coordinate video conference scheduling in the New York office. Act as a liaison between IT staff and administrative assistants to ensure that all bookings are correctly executed.
Responsible for ordering and posting fruit facts on the New York Office Community/Life& Wellness Fruit of the Week, maintain LIFE &Wellness Inbox, and Monthly Wellness Poster Campaign.
Responsible for reserving workspace reservations for visitors and other staff.
Responsible for updating the Receptionist Manual
Coordinate appointments for LIFE & Wellness programs (Massage therapist, Chiropractor and Acupuncturist, and special programs as needed).
Work on special projects at the reception desk with manager’s approval.
Responsible for updating lists for transfers in and out of this location, internal moves, and exits for the following: floor plans,telephone directory, emergency contact list, budget list for all new hires, order name plates as requested, Create tent cards.
Point of information:
The New York City office receptionists are responsible for desk coverage from 7:00 am to 6:00 pm. Hours are staggered with two shifts 7-4 and 9-6 with one hour lunch and paid overtime. Vacation time and other time off must be worked out between the two receptionists with manager approval. If one calls in sick the other must be flexible to work the full day.
While many of its aluminum products may be lightweight, Alcoa is anything but. The company is among the world's top producers of...