Receptionist

Kinsley Power Systems; New York (NY); On-site; USD 38,000 - 48,000; Full time

Job summary

Kinsley Power Systems is seeking a reliable front desk receptionist to support multiple departments. You will greet visitors, screen inquiries, direct staff and vendors, answer phones, and manage the scheduling app for conferences and meetings.

This on-site role requires excellent organizational and communication skills, proficiency with Outlook, Excel, Word and PowerPoint, and the ability to multitask. Office coverage includes Saturdays and evenings as needed, with occasional travel to NYC

Qualifications

• High School Diploma required.
• Proficient computer skills (Outlook, Excel, Word, PowerPoint).
• Professional communication and excellent organizational skills.
• Operation and maintenance of all office equipment in a typical office environment.
• Ability to multitask and adapt quickly to new tasks.
• Bilingual in Spanish is a plus.

Responsibilities

• Greet visitors at the front desk and direct/announce them as needed.
• Check-in and screen staff, clients and vendors.
• Answer and screen/forward incoming phone calls.
• Manage the scheduling app for office conferences and meetings.
• Receive and sort mail and deliveries; travel to post office/FedEx/UPS as needed.
• Maintain and update Excel/SharePoint spreadsheets for inventory and records.
• Maintain filing systems and retrieve materials on request.
• Prepare work orders weekly on Chrome River and support other projects.
• Travel to other agency sites for inventory support and restock.
• Assist in other departmental tasks as assigned.

Skills

Professional communication

Organizational skills

Multitasking

Spanish bilingual (advantage)

Education

High School Diploma

Tools

Outlook

Excel

Word

PowerPoint

SharePoint

Job description

Position Summary:

Candidate will be responsible for providing front desk/reception support for all department or unit. To greet, direct, screen, receive and check in visitors. Triages messages to appropriate staff members. Respond to routine and non-routine inquires and assist with basic administrative support to facilitate the workflow as needed. Please note that office coverage includes all Saturdays and evenings as needed.

Responsibilities:

• Receiving visitors at the front desk by greeting, welcoming, directing and announcing them appropriately. Check-in and screen all staff, clients and vendors.
• Perform other clerical duties such as filing, photocopying, transcribing and faxing.
• Answering screening and forwarding incoming phone calls.
• Manage the scheduling app for office conferences and meetings.
• Receive and sort mail and deliveries.
• Travel to post office/Fed Ex or UPS center.
• Maintain and update internal spreadsheets on Excel and SharePoint for inventory.
• Maintain office filing/client records by alphabetical/numerical subject as needed.
• Retrieve material from files upon request, track all record movement of file material.
• Prepare and send records for archiving. Request archived records from warehouse as needed.
• Vehicle maintenance- provide support for simple up keeping of vehicles such as oil change, car wash and travel to services vehicles.
• Prepare work orders weekly on Chrome River.
• Travel to other agency sites for support with inventory and restock
• Assists in other departmental and organizational projects as needed and as assigned.

Qualifications:

• High School Diploma Required
• Proficient computer skills (particularly Outlook, Excel, Word and PowerPoint).
• Professional communication and excellent organizational skills.
• Operation and maintenance of all office equipment including all computer systems
• Ability to multitask and adapts quickly to new tasks.
• Bilingual in Spanish is a plus.

Working Conditions/Physical Demands:

• Repetitive movement of hands and fingers (typing and/or writing)
• Ability to stand or walk long distances
• Able to lift or carry __ lbs.
• Visual acuity to view documents on a computer screen for long periods of time
• Typical office environment
• Work in extreme heat or cold conditions
• Ability to travel to multiple work sites in NYC boroughs