Receptionist & Office Assistant

POSITION SUMMARY

The Receptionist & Office Assistant is the first point of contact for all visitors to the Trinity office at 76 Trinity Place and functions as the primary telephone operator. This position also serves as the main contact for internal departments’ inquiries related to scheduling the use of Trinity’s meeting and conference rooms. Additionally, this position handles restocking and monitoring supplies in common spaces: staff floor pantries and conference rooms. This position is partnered with a second Receptionist & Office Assistant to ensure appropriate coverage and common space maintenance from 8:00 AM to 5:30 PM, with one position covering the beginning of day shift and the other the end of day shift. The hours for this position are 8AM to 4PM, with occasional overtime. This position is fully onsite, Monday through Friday.

The hourly pay range for this position is $31.59–$36.54.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Welcome and direct visitors in a friendly and professional manner and notify host staff of visitors’ arrival.


• Answer all incoming calls for the organization on a multi-line console. Direct and transfer calls appropriately. Assist callers with all inquiries and resolve routine issues. Update “away” greeting on main number to provide timely and relevant information to callers after hours. Monitor voicemail messages and handle as required, noting calls on the team’s call log


• Maintain familiarity with Trinity Church liturgical calendar and Trinity Commons schedules of special events, ongoing and special services and programs in order to facilitate calls and inquiries received. Notify supervisor of calls that cannot be readily redirected to trouble shoot changes to call protocols as necessary.


• Schedule and coordinate arrangements for office meeting rooms, including room reservations, cleaning, logistics and room set-ups for meetings, and arrangements for outside visitors as requested.


• Coordinate with administrative staff in ordering food and beverages for lunch meetings scheduled in staff conference rooms in accordance with catering protocols as requested.


• Support Director, Office Services and other administrative staff in arranging office hospitality services:


• Assist and support office administrative staff in coordination with supervisor, as requested.


• Monitor and restock supplies as required in designated common spaces using team checklists,


• Coordinate with supervisor when supplies need to be reordered.

General office duties:

• Open or close the office daily at the start/end of the business day – depending on early or late day coverage.


• Partner with second Receptionist & Office Assistant in monitoring and assuring that appearance of common areas is maintained through scheduled rounds checking: reception area, pantry areas (on multiple office floors), conference rooms (on multiple office floors) and informal convening room.


• Assist with general office administrative duties, as needed, including updates to team tracking sheets for monitoring supplies.


• Assist with room scheduling and monitoring room activity via the Eptura/ Condeco room reservation system.


• Monitor inventory of primary office supplies and keep organized. Replenish food and beverage supplies as needed.


• Maintain Reception team calendar with one-time and recurring team tasks.


• Assist supervisor in implementation of upgrades to common spaces to support Trinity’s sustainability goals and to create a sense of welcome.


• Restock pantries, coordinating with supervisor in placing and tracking cost effective orders, and supporting workflow changes to ensure operational effectiveness.


• Use Microsoft Office applications to track supply orders and messages received.


• Submit via Prism requests for routine office repairs and maintenance requests.


• Assist with creating visitor requests through the Visitor Management System, as requested, coordinating with host and security officers on visitor arrival.


• Adhere to confidentiality rules and all other Trinity Church NYC policies, procedures, and rules.


• Perform all duties in a manner that promote Trinity’s mission and Ways of Being.


• Assume other related responsibilities and special projects as required.
  
  

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

• Excellent customer service and communication skills


• Professional telephone manner, positive attitude, people-focused, good listening skills and strong sense of humor


• Detail-oriented and highly organized


• Sensitive to pastoral needs of callers and visitors


• Able to focus and complete tasks while working in an open space 


• Highly proficient at using Windows and MS Office Applications to enhance office efficiency 


• Ability to accept direction and understand instructions or seek clarification when needed


• Works independently and takes initiative to solve problems


• Works well under pressure and in variable work conditions


• A well-honed sense of discretion and the ability to work independently and collaborate with colleagues across and through an organization


• Excellent interpersonal skills with ability to work closely with colleagues in completing routine and special assignments


• Understands the discretion needed in supporting Trinity’s guests.
  
  

REQUIRED AND PREFERRED EDUCATION, EXPERIENCE, AND CREDENTIALS

• A bachelor’s degree in Business Administration, Hospitality or other related field, or comparable work experience or an equivalent combination of training and/or experience


• A minimum of two years of previous receptionist or administrative assistant experience, preferably in a mid-sized office


• Experience working in a diverse and complex environment


• Knowledge of the Episcopal Church


• Experience working as part of a team


• Fluent in Spanish, preferred