Receptionist/Administrative Assistant

Phipps Houses is New York City’s oldest and largest not-for-profit developer/owners of affordable housing. It is a multi-faceted real estate organization, involved in the development, finance, construction and asset management of new and rehabilitated multi-family housing for low to middle income New Yorkers. Through its subsidiary, Phipps Houses Services, Inc., it conducts residential and commercial property management, and its tax-exempt affiliate, Phipps Neighborhoods, provides human services to its development communities.

Phipps prides ourselves on the longevity of our staff, great salary and benefits program, and the team-oriented culture we have built.

We offer an excellent work environment with terrific benefits and a competitive salary based upon experience and education.

We are looking for someone with great communication skills, both oral and written, and proficiency in Outlook, basic Microsoft Excel functions and Microsoft Word to work at our main office in the capacity of Receptionist/Administrative Assistant.

This position requires a professional who has great customer service skills who can appropriately screen calls and direct them to the right department or staff at the main office or our site locations.  The individual in this role is the first person to meet and greet scheduled and unscheduled guests and must not only conduct themselves in a professional and courteous manner, but also be adept at assessing the needs of those who are visiting our main office and ensuring they are directed to the right person or department for assistance.

The person in this role will also provide administrative support as needed to the office management, property management and executive departments as needed.  Successful candidates must be capable of multi-tasking and prioritizing daily work.

Responsibilities include:

Receptionist:

• Coverage of reception area which includes assisting with guests, phone inquiries, and directing calls to the appropriate staff members or site offices


• Cordial greeting and screening needs of external visitors


• Maintaining conference room calendars and coordinate room setup with appropriate staff


• Placing food/catering orders and catering/meal set-up as needed


• Ensuring that the reception and conference rooms are clean and well-maintained


• Receiving and signing for deliveries/packages


• Monitoring office/kitchen inventory


• Sort incoming mail, newspapers, and periodicals for distribution

Administrative Assistant:

• Providing administrative support to office management, property management and executive departments as assigned


• Performing special projects as needed


• Other duties as may be assigned

Skills and Experience:

• Excellent customer service skills and reception/phone skills


• Strong verbal and written communication skills


• Solid knowledge of MS Office, including Word, Excel, PowerPoint, and Outlook


• Demonstrate the ability to take initiative and identify needs, along with the flexibility to help where needed


• Two plus years of relevant and successful work experience


• Minimum of a High School Diploma or GED with 3 to 5 years’ experience; Associates degree or college credits a plus; Bachelor's degree preferred


• Bi-lingual (Spanish) a plus