Responsibilities
Related Southeast is seeking an energetic and professional Receptionist/Jr Administrative Assistant to support their corporate office. The individual will be responsible for overall front desk and administrative support for the corporate office.
Will report to Office Manager (OM) and work closely with Office Services (OS) to maintain copy, kitchen, conference and reception areas.
Maintain staff phone directory for quick call transfers
Will take inventory and report low stock to OM
Promptly answer incoming calls or intercom, take and delivery accurate messages via email
Keep track of events, personnel and visitors in conference rooms to best of their ability
Book conference rooms and visitor offices for guests and staff as needed
Will be first point of contact for any maintenance trouble, and will communicate clearly to OM and Facilities to resolve
Create an exceptional first impression for guests, to represent Related in a positive and professional manner
Arrange for catering, and act as liaison between food service staff/caterers and Related to ensure perfect ordering and timing (to be shared with OS)
Maintain and coordinate details of daily meetings and events in all conference rooms, in order to best direct guests
Receive and direct deliveries
Assist staff or guests with special requests i.e. car service, directions and suggestions for local accommodations
Assist administrative assistants with document production, assembling large print jobs (task to be shared with OS)
Assist staff with administrative tasks such as scheduling, room booking, catering, filing, scanning, copying, expense reporting
Identify areas in need of improvement, and notify OM
Willing and able to assist other administrative staff with administrative tasks and responsibilities
Candidate should be flexible to work overtime, as needed
Qualifications
Qualifications Strong written and verbal communication skills
Bilingual Spanish is a plus
Polished, business-professional or business-formal attire
Proven experience as Receptionist, Concierge, Administrative Assistant or similar
2-yrs experience in high volume role
Hands-on experience with office equipment (copier, scanner, spiral binding, postage machine, multi-line phones video conferencing)
Multi-tasking: Ability to answer and transfer calls while professionally greeting/welcoming/directing and announcing guests appropriately (includes noting guests' full names and staff they are here to see); includes maintaining conference rooms, cleanliness of guest reception, beverage offering, guidance throughout office
Excellent interpersonal skills and ability to collaborate well in a team, as well as with building management and security
Extremely organized, detail-oriented
Able to prioritize workload, and take direction with minimal supervision
Operates with discretion and confidentiality in VIP environment
Takes detailed notes/reminders, is aware of delivery timelines and freight registration process for deliveries
Comfortable using MS Outlook to book space for staff, and calendar reminders for themself
Able to work well under pressure in a fast-paced, deadline-oriented environment.
How-can-I-help-you? attitude towards both guests and staff
Manual dexterity and physical mobility, including ability to move frequently from reception area to conference rooms and throughout office
Ability to assist with technology in conference rooms, i.e.: Cisco Webex phone and video calls, HDMI port connections, screenshare and AppleTV and Guest WiFi info at the ready
FL Notary Public preferred but not required
Computer Skills
Proficiency in Windows-based software, Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Publisher) and Adobe Acrobat required.
Schedule
Punctual time and attendance; 8:30 am-5:30 pm Monday through Friday.
#TRC
Benefits Personalized Health Care : Multiple medical, dental, and vision plan options; Employee Assistance Program
Financial Benefits: Competitive salary and incentive packages; matching 401(k); FSAs and HSA; employer-paid life and AD&D insurance; paid leave & disability programs
Social Wellness: 19+ days of PTO; mental health counseling & resources; fertility, surrogacy, and adoption assistance; volunteer days and donation matching
Career Development : Learning & training programs; tuition & certification reimbursement; internal advancement opportunities
Related values diversity in backgrounds and experiences. We are proud to be an equal opportunity employer and are deliberate about the team and culture we are building. We aim to ensure competitive total compensation that is commensurate with experience, workplace geography, and market standards.
For information about how we use your personal information, including information submitted for career opportunities, please review our Privacy Policy at https://www.related.com/privacy-policy.
#TRC #LI-JF1
Overview
Formed in 1972, Related is the most prominent privately-owned real estate firm in the United States. Headquartered in New York City, the company has offices and major developments across the world. Related owns and manages a premier portfolio of assets valued at over $60 billion, including the 28-acre Hudson Yards neighborhood on Manhattan's West Side.
Related believes in investing in its talent and cultivates a positive, team-oriented environment where every voice is valued. Employees are encouraged to boldly take on new challenges, transcend the status quo, and demonstrate strong entrepreneurial spirit. In its relentless commitment to excellence, Related works to foster an innovative approach in its team members so that they can positively impact the communities in which they conduct business. Learn more about Related at www.related.com.
Related Southeast is dedicated to building well-connected and culturally enriched communities. For over two decades, Related Southeast has worked to develop dynamic neighborhoods that are inclusive, innovative, and vibrant. With completed and ongoing developments in West Palm Beach, including The Square, 360 Rosemary, and One Flagler, Related Southeast is making long-term investments to transform and support local communities. Learn more about Related Southeast at www.relatedsoutheast.com.
