What are the responsibilities and job description for the Receptionist/Office Coordinator position at Stephens?
Reception
- Answer incoming phone calls and forward to appropriate person or department.
- Take and deliver messages or transfer calls to voicemail when requested.
- Greet, assist, and direct all visitors, vendors, and service personnel to location, escort them to appropriate location or notify company personnel of visitor arrival, and offer refreshments.
- Review, sort and distribute all incoming and/or outgoing mail; prepare outgoing mail and deliver to the Post Office; prepare outgoing FedEx deliveries.
- If applicable, maintain parking validation cards and reconcile as required.
- Provide general administrative support as needed such as: typing reports, documents, or correspondence; order and maintain office supplies; schedule conference room; send/receive faxes; serve as a liaison with Human Resources, as required; make copies; maintain files; coordinate meetings and order lunches; maintain kitchen including dishwasher, refrigerator, order and restock beverages, etc.
- Manage maintenance for office equipment including postage meter, fax machine, copiers, etc.
- May manage business calendars for meetings, appointments, calls, invitations, luncheons and travel, by anticipating needs, adjusting for conflicts, and ensuring all logistics (including materials, location, timing, etc.) Schedule meeting and make arrangements for meeting site; prepare meeting schedules; secure equipment, if required; notify attendees; schedule caterer and select menu; prepare materials, etc.
- Provide backup for travel arrangements including reservations and itineraries using Stephens Travel and Transport system, submit expense reports in a timely manner and provide updates as needed.
- Prepare client performance reports.
- Liaison with Information Technology to maintain computer equipment, order new equipment, etc.
- May serve as a liaison with Property & Facilities regarding any building maintenance issues and coordination of repairs.
- Provide general administrative and project support as needed. Provide backup to other PCG support staff.
- May be required to handle cashiering duties which includes: recording checks received, maintaining a transmittal log, and transferring information to a remote system for electronic delivery to the bank.
- High school diploma or general education degree (GED) required, Bachelor’s degree preferred
- 1-2 years of experience in an office/administrative role
- An equivalent combination of education, training or experience
- Microsoft Word
- Microsoft Excel
- Typing
