Receptionist/Hospitality

Overview

We are seeking Experienced candidates to work part time hours in office services and/or facilities services to join our team in NYC! Ideal candidates will be ready to grow their career in facilities and office services, and to take advantage of internal opportunities at IST Management for training and development toward advancement into management roles. The Office and Facilities Services Receptioonist will be responsible for fostering a professional and pleasant working environment by providing excellent customer service in the fields of general office services and facilities maintenance and coordination. 

Hours: Part-Time up to 29 hours a week

Hourly Compensation: $17.00/hr-$20.00/hr USD

Location, Hours, and Industry type vary by assignment but you must be able to work on Monday and Friday if requested.

FT Opportunities may present themselves if you are successful in this role.

Who We Are

IST Management is a business process outsourcing company. Founded in 1997, we have over 1,800 employees with operations in over 38 cities across the U.S. We provide Facilities and Office Services Management, e-Discovery services including processing, hosting, court reporting, collections and forensics, managed review, and managed services. 

IST Management is one of the fastest-growing e-Discovery and facilities management companies in the U.S. We’ve been honored as one of the Nation’s Best & Brightest Companies to Work For, awarded the HR Professional Excellence Award from the Society for Human Resource Management, and we’ve made the INC 5000 list. We’re a proud partner of the Military Spouse Employment Partnership through our nation’s Department of Defense, and have committed to Hiring Our Heroes mission to hire 100,000 active and former service members.

You can check out istmanagement.com for more info on us!

Responsibilities

The Receptionist interacts with clients and guests either by telephone or in-person. The Receptionist listens, articulates clearly and takes appropriate actions. The Receptionist anticipates the unexpected, asks the right questions and manages situations with poise:

• Serve as the voice and face of the firm

• Willingness to train in hospitality and conference room services

• Answer and screen all incoming external and internal telephone calls in a welcoming and professional manner. Communicate clearly and effectively with all callers

• Inform Conference and Events Coordinator, Facilities Manager and/or Office Administrator of: any and all facilities issues; ensure that the client reception area is kept clean and professional in appearance, and is in compliance with client confidentiality; and check all amenities equipment

• Book conference rooms and visitor offices and ensure that all necessary components for meetings (A/V, food, room configuration and similar requirements) are provided. Coordinate with food services vendor for all client and internal meeting requests; track all data for client and internal billing purposes

• Assist all clients and visitors and facilitate their arrivals and departures using appropriate technology and other means to provide accurate information. Notify attorneys of visitor arrivals promptly with reminders if necessary. Guide visitors to appropriate conference rooms and visitor offices and provide light administrative support

• Identify and resolve problems in a timely manner; gather and analyze information and develop alternative solutions; use reason when dealing with emotional situations; and the ability to manage changing circumstances quickly and calmly while being responsive to the needs of the clients and guests

• Anticipate the needs and expectations of each individual client or guest and respond to extremely varied requests (e.g., offering an umbrella to a client/guest when it is raining)

• Attend to Receptionist needs of clients/guests to include car service reservations, parking garage assistance, restaurant reservations, check airlines and print boarding passes, theatre tickets, or other hospitality-driven services that clients or visiting attorneys might request

• The Receptionist serves as a source of information for the office and has a wide range of resources available to guests. Provide working knowledge of conference-related technical skills such as setting up conference calls, long-distance dialing, and LAD-related issues for visitors

• Ability to provide clients with inside knowledge of the best coffee shops, restaurants, and dry cleaning services in the area and provide guidance as guests/clients navigate their travel and time in the city

• Handle multiple tasks to include, but not limited to event preparation such as envelope stuffing or name tag preparation, Excel projects, short correspondence, photocopying, faxing, mailing, and light assistant duties

Qualifications

Ideal candidates have the ability to confidently interact with clients and visitors, possess excellent communication abilities, and are ready to grow in their professional career. Previous experience Administrative role is a requirement! Other qualifications include:

• High School Diploma or GED required; authorization to work for any employer in the US required 
• Microsoft Office proficiency required and may be tested; Relevant hospitality/ administrative experience with high visitor and call volume in a medium-to-large-sized organization preferred
• 45 wpm typing skills, good spelling and grammar, and basic knowledge of Microsoft Office suite; Effective and professional verbal communication skills; English is required; other languages are a plus
• Strong organizational skills and calendar management skills; Resourceful in problem-solving and meeting client/visitor needs
• Professional appearance and outgoing positive demeanor
• Ability to write, read and comprehend correspondence, memos, emails, and basic instructions

IST Management provides reasonable accommodations to individuals with a disability in accordance with applicable law in both the application and employment stages. If you require any accommodation in completing your application for employment, please let us know by informing our Talent Acquisition team at [email protected].

Please respect individuals reaching out for accommodations by utilizing the contact information only for this purpose. You will receive correspondence directly from your local IST Management hiring team regarding your application submission and status after submission.

IST is an Equal Opportunity Employer (EOE). We are committed to providing equal employment opportunities to all qualified applicants, regardless of disability or veteran status.

Compensation: 17 to 20 (USD)