Front Desk Coordinator
Department: Human Resources Function: To handle receptionist-related duties, and perform various human resources and administrative functions as assigned. Performance Expectations:
FRONT DESK RESPONSIBILITIES: • Greets visitors and monitors security doors in front of office. o Makes sure visitors sign in Visitor Book.
• Records incoming packages and mail on tracking sheet and distributes packages to appropriate employees. o Handles incoming mail. Ensures mail is picked up by and signed for by recipients.
• Keeps record of FedEx shipments that are processed with a handwritten air bill. • Responsible for training temporary front desk relief for vacation coverage, if needed. • Responsible for ensuring the front desk/reception area is neat and immaculate. o The front desk/reception area is the first impression of the organization. The appearance of this area should be maintained daily.
ADMINISTRATIVE RESPONSIBILITIES:
• Oversee Temperature Scanning Kiosk o Check to see if all employees have registered their temperature in accordance with daily office access log
o Create attendance list which goes to VP of HR
• Occasionally orders food for meetings. • Books conference rooms. • Orders supplies. Checks inventory every couple of days. o Stocks kitchen and supply room on a daily basis.
• Complete check request form and submit along with invoice to the appropriate department. • Oversees Garden City Office / kitchen. o Point of contact for kitchen issues (milk, coffee, supplies, kitchen equipment or building concerns)
o Notifies building management of building issues (light bulbs out, A/C – heating concerns, etc.)
o Communicates and coordinates Garden City Office needs/issues with Facilities Management.
• Assists Director, Administrative Services/Cash Collections with logging in received checks. • Occasional back-up for travel and car arrangements, as needed. • Assists all departments with special projects, work overflow, mailings, etc., as needed as assigned by Vice President of HR. • Provide conference call dial in numbers for all departments. • Assist with the collection of claim forms and submit appropriately.
HR- RELATED RESPONSIBILITIES:
• Work on projects as assigned by Vice President of HR • Oversee administration of thermal scanning kiosk • Attendance notification back up. • Work with Human Resources Assistant to coordinate refreshments and decorations for special events as requested by Vice President of HR. • Work with Human Resources Assistant to create and update various templates, signs, spreadsheets and flyers.
Education/Experience:
• Professional appearance • Punctual • Pleasant personality, mature attitude • Creative thinker • Team Player • Exceptional organization skills • Excellent written and verbal communication skills • At least one year of college preferred • Experience with Word and Excel
Reports Directly to: Vice President, Human Resources |