The purpose of the Receptionist role is to provide a professional and friendly reception for all visitors to the Yusen Logistics Head Office. The role will be responsible for answering incoming calls, directing calls to appropriate individuals, mail distribution, flow of correspondence, requisition of supplies as well as other general office and administrative support which can be conducted from the reception area.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Works closely with Executive Assistant to ensure all duties are being handled.
Answers the phones, greets office guests, opens and routes incoming mail, and prepares outgoing mail (includes interoffice, USPS, UPS and FedEx).
Responsible for handling the following conference rooms/training room details:
Booking of conference rooms/training room
Assisting with arrangements for meetings/training classes (i.e. ordering lunches, etc.)
General upkeep and maintenance of all conference rooms (i.e. weekly check to ensure that rooms are orderly, stocked with pens, papers, etc.)
Work with Building Management to maintain office temperature and cleanliness, as well as working with employees on mini kitchen and breakroom upkeep and maintenance of office equipment.
Submit invoices for payment.
Set up customers as vendors with NYKS as necessary.
Sign for office deliveries (coffee, first aid, etc) and submit invoices with Allocations to NYK Services for payment. If required, prepare purchase order to go with invoice.
Order office supplies, verify receipt, Branch allocations and maintains inventory for Secaucus, NJ location.
Maintains records as required:
Assists with office security by checking out visitor badges to guests. Also works with Building Management in assisting with creation of new badges for new employees or employees who have lost their existing badge. This includes deactivating the old badge.
Maintenance, routine and scheduled
Updates and posts HR, legal, etc. documents in public areas for employee viewing
Maintains and updates Secaucus, NJ office phone directory
Yusen Logistics (Americas) Inc - 18 months ago