Job Description: Job Title: Administrative ReceptionistLocation: New York city, NY - 10175Bill rate: $28.10hrWeekly Schedule for this position: Monday-Thursday 7:30Am to 3:00PM and Friday 8:00AM to 6:00PMJob Description:Main Role (Overall Accountability):•Be part of the Facilities Team, assisting the Manager and Assistant Manager•Reception duties•Accounts Payables, Security Reports and Trackers•Mail Processing•Covering and training security•Creating IT tickets•Keeping inventory records and supplies up to datePrinciple Accountabilities•Answer and transfer calls for Genpact clients, using Avaya computer VOIP phone system.a) Making sure all calls are transferred to correct locations, using phone log or address book.b) Keeping phone log up to date, as clients change or employees exit.•Handling company maila) Responsible for all mail and packages that comes in the office, (Fed Ex, UPS, Postal)b) Scanning mail to certain team leads or managersc) Distribute mail for those working in the officed) Place mail by security for designated remote employees to pickupe) Ensuring mail is correctly logged by the security guards•Assisting Security guard as neededa) Assist new security guard with trainingb) Open ticket for IT to install; Outlook, Teams, Okta and basic computer programsc) Email Facility Managers to add programs needed for reports and badging; CCTV, CCure, VMSd) Sign in visitors and vendors or temp employees on VMS or Kioske) Create badges as needed for new hires or employees losing badgesf) Covering guards every two hours, while they do their roundsg) Request all monthly logs from security, the first of every monthh) Scan monthly reports to Facilities Manager; (IDFMDF reports, visitor logs and Daily Rosters)i) Keep all security reports in facilities cabinet•Keeping Excel trackers up to datea) Sustainability reports for Utilities, (PA American Water, UGI Natural Gas, UGI Electrica. Need to be updated as bills arrive and submitted monthlyb) Yearly trackers accurately kept up to datea. Checking all vendor invoices that arrive and send to FM and FM Assistant; b. Send to account payables, US Imaging and person in charge of receiving invoicesc. Add to yearly tracker; shared office tracker and Genpact Facility tracker•Respond to all emails dailya) Respond to all emails daily in a timely manner, to resolve all concernsb) Respond to emails from vendors, regarding invoices to be paidc) Research why invoices have not be paidd) Request invoices from vendors if not receivede) Look in vendors websites to pull up invoices monthly and forward to AP and FM •Ordering suppliesa) Order office supplies from Staples as needed, with Facilities Manager approval firstb) Add order on excel trackerc) Keep inventory of coffee supplies and order as needed, from Heathland. d) Ensure Facilities Manager approves all supplies requisitions.•Keep all files and supplies organized and locked in cabinets.Additional Sills: Skills: Category Name Required Importance Experience No items to display.
Job Title
Clerical - Admin Assistant/Secretary II