What are the responsibilities and job description for the Receptionist position at Howard Hughes?
The Howard Hughes name is synonymous with an unrelenting passion for excellence. While his achievements in aviation and the silver screen are legendary, it was his investments in real estate that formed the foundation of our company. With passion, determination, and limitless imagination, he built one of the great American empires of the 20th century. At Howard Hughes, we live by our purpose to help people discover new ways of experiencing life - because it’s not just buildings and places that matter, it’s what you do with them that can change the way people live.
We aspire to be the most creatively driven real estate company in the world and we believe in fostering a culture that is built to last by cultivating curiosity and empowering every employee to find their story in this great organization.
Dedicated to innovative placemaking, Howard Hughes owns, manages, and develops award-winning master planned communities, as well as operating properties and development opportunities including: The Seaport in New York; Downtown Columbia®, Maryland; The Woodlands®, The Woodlands Hills®, and Bridgeland® in the Greater Houston, Texas area; Summerlin®, Las Vegas; Teravalis, Phoenix and Ward Village® in Honolulu, Hawaii.
About The Role
The Receptionist serves as the face and first impression of The Howard Hughes Corporation for all internal and external clients. In this role, the Receptionist is responsible for organizing and coordinating office operations and procedures to ensure organizational effectiveness and efficiency. The ideal candidate for this role maintains the utmost professionalism, superior customer service, is able to anticipate needs for all office events and is able to manage ad hoc projects as needed.
What You Will Do
Mail (incoming, outgoing, internal distribution)
Postmark outgoing mail and deliver to mailroom or package centers
pick up any incoming mail and sort as required.
Ensure mail room is stocked with appropriate shipping supplies.
Inventory office, break room and kitchen supplies on a weekly basis. Replenish on a daily basis or as often as necessary.
Order office, break room and kitchen supplies as necessary.
Ensure all copiers and printers are fully stocked with paper on a daily basis and replace any low or empty toner cartridges as necessary.
Coordinate lunches Monday – Thursday.
Create and maintain spreadsheet tracking reports.
Contacts are with executives, managers, other employees and customers mainly to assist with information exchange, problems and requests.
As needed research, prepare and edit reports and presentations.
Manage all team meeting coordination details including: location (if required), catering, AV equipment, meeting materials, etc.
On an as needed basis, may provide administrative support to various departments in the Corporate Office.
Keep front desk, lobby, kitchen, and all other common areas clean
Keep traffic flowing in the lobby (deliveries, people waiting for meetings, answering questions, etc.)
Serve as the first point of contact for all visitors and direct them to the person or people they are scheduled to meet.
Proactively manages all logistics and partners with support staff to ensure all critical business meetings have a VIP experience throughout.
Supervise porter staff.
Partners with support teams to develop in office efficiencies to support executive and employees in-office experience.
Maintain calendars for all conference rooms and proactively resolves and schedule conflicts. Partners with IT to ensure all AV needs are met.
Answer incoming phone calls and direct to appropriate person or department; screen incoming phone calls as appropriate and transfer as necessary.
Prepare overnight/courier deliveries as requested.
Keep break rooms and kitchens clean and organized. Unload dishwasher in the morning and turn on dishwasher before leaving the office for the evening.
Rolls sleeves up; Light office cleaning as necessary throughout the day.
Liaison with property management for maintenance requests and building needs.
Coordinate meetings and other office events as requested.
Be proactive during down time and ask other departments if they need any assistance.
Other general administrative duties as assigned.
About You
3-5 years of experience as receptionist or administrative assistant
Timeliness
Maintain a professional appearance at all times. This person is a reflection of our entire company.
Strong writing skills
Professional interaction with clients and vendors.
Build positive working relationships with employees at all levels within the organization.
Be resourceful and able to work efficiently even if given very little direction and information.
Able to effectively multi-task and handle multiple projects.
Exercise sound judgment when making decisions and willing to ask if unsure.
Able to meet deadlines as necessary.
Effectively work with minimal supervision.
Strong Attention to Detail skills.
Exceptional Communication Skills both verbal and written.
Good problem solver/creative thinker.
“Can-do” attitude and pro-active.
Highly proficient in MS office applications: Outlook, Word, Excel, Power Point.
Learn other technologies as needed (Coupa, Salesforce, access badge system, etc.)
This job description is not meant to be an “all-inclusive” list of the duties and responsibilities of this job. Other related duties and responsibilities may be assigned. Howard Hughes reserves the right to change or modify job duties as necessary based on business necessity.
NOTICE TO THIRD PARTY AGENCIES
Please note that Howard Hughes does not accept unsolicited resumes from recruiters or employment agencies. In the absence of a signed Recruitment Fee Agreement, HHH will not consider or agree to payment of any referral compensation or recruiter fee. In the event a recruiter or agency submits a resume or candidate without a previously signed agreement, HHH explicitly reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency. Any unsolicited resumes, including those submitted to hiring managers, are deemed to be the property of Howard Hughes.
