Lamb Insurance Services
  • New York, NY, USA
  • Contract

Job Summary:

The Front Desk Receptionist will be responsible managing the front office, reception, and administrative duties. Major responsibilities are - answering all phone calls promptly, directing calls to the appropriate staff, mail distribution/preparation, office/pantry supply management, and providing administrative support to the office as a whole.

Tasks & Responsibilities:

  • 100% Phone management/ownership. Answering incoming telephone calls promptly (within 3 rings), forwarding calls to appropriate personnel/department, and managing all coverage, including Ring Central status and phone-tree support.
  • Welcoming on-site guests in a warm, professional manner and ensuring the appropriate team member is aware of his/her arrival.
  • Taking and delivering messages or transferring calls to voicemail when appropriate personnel are unavailable.
  • Office support duties to include UPS request/support, faxing, copying, organizing/maintaining files, project support, etc...
  • Adhere to all Administrative procedures/processes as requested by leadership.
  • Manage office vendors as needed- ie shredding, keys, cleaning company, contractors, etc...
  • Maintain and own promotional items inventory at all times.
  • Manage hoteling process for visiting team members/office guests.
  • Coordinate with building management team regarding issues or maintenance problems in the building.
  • Update employee directory.
  • Office-wide mail management including distribution, sending, scanning, etc...
  • Receiving and forwarding incoming faxes.
  • Manage payment on office account/events- Galas, shredding, etc...
  • Manage office pantry cleanliness/organization. Prep the pantry for the day with supply checks/replenishment, wipe down counters, keep counters free of garbage, weekly clean out of refrigerator, maintenance of appropriate signage, etc...
  • Maintain office pantry inventory/supplies- both perishable (fruit & dairy) and paper products (plates, utensils, cups, etc...). Weekly inventory of pantry supplies with follow up ordering.
  • Maintain and organize office inventory/supplies. Weekly inventory of office supplies with follow up ordering.
  • Maintain logs/receipts of all office purchases for review by Office Manager or above.
  • Manage New Hire desk set up with IT and HR team.
  • Order special lunches/food for office as needed.
  • Schedule internal/external meetings as needed.
  • Special projects, as assigned.
  • Other duties as assigned.
  • Dependent on location there may be other administrative tasks associated with the position (notary, business cards, etc...).

Job Qualifications:

  • Polished professional with outgoing attitude, must be a team player.
  • Proficiency with general office PC applications (i.e. MS Word, MS Excel, MS PowerPoint) and comfort with learning new applications as required.
  • Demonstrated excellent organizational, coordinating and personal interface skills.
  • Proven job diligence, dedication and attention to detail.
  • Proactive responsiveness and ownership of all tasks/responsibilities.
  • Comfort and experience interfacing with various levels of staff and management, while working in a fast-paced environment.
  • Familiarity and working knowledge of general office machines (i.e. fax, copier, printers).
  • Demonstrated excellent written and verbal communication skills, including the ability to successfully communicate with the public, other employees and vendors.
Lamb Insurance Services
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