Office & Reception Coordinator

at  Evergreene Architectural Arts

Function & Scope: EverGreene’s Office Coordinator will supervise day-to-day needs of the Brooklyn office, including answering phone calls, directing inquiries, monitoring maintenance and repairs, liaising with the building property management, overseeing inventory of provisions and supplies in office spaces, and maintaining stock levels in office copiers. The ideal candidate is a true self-starter with a positive attitude and excellent time management skills. The Office & Reception Coordinator will report directly to the Director of Human Resources.

Responsibilities The role includes but is not limited to:

• Greeting clients and guests and directing them to the right office personnel.
• Answering the main office telephone (2-3 calls per day on average), taking messages and/or routing calls to the appropriate staff.
• Maintaining copiers; keeping paper stocked, replacing toner and ink, and scheduling repairs as needed.
• Organizing mail room and office supply inventory, placing orders to restock when needed.
• Managing café area by keeping it in good order, stocking food/housekeeping items.
• Upholding professional appearance and cleanliness of office spaces.
• Manage fire extinguishers and AED device inspections and schedules.
• Calling/submitting tickets for maintenance/HVAC/plumbing/electrical assistance.
• Tracking warranty and product information for EverGreene assets/products/leases.
• Coordinating FedEx, mail, and package pickups by logging and distributing incoming mail and deliveries daily.
• Managing office vendor relationships.
• Assisting with events related tasks including ordering food, set up and breakdown.
• Working to improve office efficiency, flow of supplies, and general appearance of the office.
• Assisting on special projects when needed

REQUIREMENTS & SKILLS

• Bachelor’s degree preferred but not required
• Minimum 3+ years of experience managing reception desk or office
• Proactive and able to work swiftly and accurately through various office projects
• Must be courteous, engaging and patient with callers, clients, and guests
• Conscientious, reliable, and personable in both oral and written communications.
• Must be fluent in Microsoft Office Suite, Google Suite for business, and able to learn new software programs as needed.
• Detail-oriented and highly organized
• Strong time management skills and ability to prioritize daily workload
• Fluency in English (written & spoken); Spanish Fluency a plus
  Work Environment/Job Conditions: This job is performed in an office setting and requires frequent sitting (working on a computer), frequent walking, standing, bending, and reaching. Due to computer usage, there is a repetitive motion of the hands and wrists. No remote work available for this position.
  Special Notes: EverGreene Architectural Arts is a smoke free environment. Smoking is strictly prohibited in the workplace including all project sites. EverGreene Architectural Arts is an Affirmative Action – Equal Opportunity Employer.

• Greeting clients and guests and directing them to the right office personnel.
• Answering the main office telephone (2-3 calls per day on average), taking messages and/or routing calls to the appropriate staff.
• Maintaining copiers; keeping paper stocked, replacing toner and ink, and scheduling repairs as needed.
• Organizing mail room and office supply inventory, placing orders to restock when needed.
• Managing café area by keeping it in good order, stocking food/housekeeping items.
• Upholding professional appearance and cleanliness of office spaces.
• Manage fire extinguishers and AED device inspections and schedules.
• Calling/submitting tickets for maintenance/HVAC/plumbing/electrical assistance.
• Tracking warranty and product information for EverGreene assets/products/leases.
• Coordinating FedEx, mail, and package pickups by logging and distributing incoming mail and deliveries daily.
• Managing office vendor relationships.
• Assisting with events related tasks including ordering food, set up and breakdown.
• Working to improve office efficiency, flow of supplies, and general appearance of the office.
• Assisting on special projects when neede