Receptionist & Front Desk Support, PT Temporary

Description

At AO, WE are better together.

In addition to competitive pay and benefits, AO offers an absolute one-of-a-kind culture with collaborative workspaces and driven coworkers. AO welcomes creativity, learning, and lasting relationships. Everything we do is motivated by what it takes to be effective and successful for our clients. We value service, our people, a roll up your sleeves attitude, and continuous improvement. If you are young in your career, grow with us. If experienced, get better with us. There is no one like you, and there is no place like AO.

Benefits:

We offer all the benefits of a big firm, with all the human connections of a small one. You will never be a number at AO. Join our community.

Partial list of benefits:

• Overtime Compensation for Hourly Employees
• Paid Sick Time
• Rail Station one block from campus

Work Schedule

Part-time / Monday through Thursday (between the hours of 1:00pm to 4:00pm), occasional overtime.

To perform reception and general front office duties and various administrative functions to support the Corporate and Commercial Studio, senior staff, and general operations of the organization. 

Duties & Responsibilities 

 A combination of all or most of these essential duties are expected of the Front Desk and Corporate Administrator position within AO:

 TELEPHONES (Microsoft Teams)

• Answer, screen, or forward calls, provide information, take messages, or schedule appointments.
• In coordination with other administrative support employees, will participate in backup of main switchboard. as necessary from time to time to accommodate for lunches, breaks, vacations, etc.

 GENERAL OFFICE TASKS

• Share in greeting persons entering AO in a professional and friendly manner, determine nature and purpose of their visit, and direct or escort them to specific conference rooms/ destinations.
• Provide information to supervisors, coworkers and subordinates via Teams, in written form, email or in person.
• Perform day-to-day administrative tasks such as maintaining information files and scanning.
• Promptly transmit information or documents to customers, using computer, email, MS Teams or mail
• Manage and maintain Front Desk and Conference Room appearance, bookings, and hospitality prep for meetings, as needed (e.g. coffee, snacks/treats, tea, water, etc).
• Promptly perform special tasks, as required.
• Work with Facilities Team to address issues in building or with equipment.
• Coordinate Calendars and maintain certain studio-specific calendars.
• Schedule internal Trainings/Workshops (e.g. Lunch & Learn).
• Distribute and track studio survey and safety equipment for job site visits
• Coordinate Conference Rooms schedule with Front Desk team
• Coordinate, set up, and pick up internal lunches with project team, as needed

 MAIL/DELIVERIES

• Assist in inbound and outbound deliveries
• Coordinate with Front Desk team to review and disburse all incoming postal mail
• Disburse inbound electronic communication (i.e. voicemail messages; e-mails,  etc.)
• Prepare and send out mail / packages
• Arrange for couriers as needed and/or specified
• Coordinate overnight deliveries as needed and/or specified

 EVENTS

• Assist in vendor/catering research for monthly treats
• Assist in coordination of monthly treats in each building
• Setup / Cleanup of treats

 PROJECT-RELATED SUPPORT, AS NEEDED

• Create, update, and distribute:
• Project Plan check response sheets
• Project Agendas/Meeting Minutes/Memos
• Project directories for multiple projects
• Create Crisp Repro orders – coordinate with Job Captain/Production
• Coordinate, set up & pick up lunches for Client and internal meetings as needed
• Generate vCards and populate in Newforma Contacts
• Scan files/documents

Qualifications

• Minimum, High school diploma/GED
• Minimum 1-2 years of experience in administrative functions, including support to upper-level management
• Must have strong Word, Outlook and Excel experience (1-2 years)

Salary : $18 - $20