Please click on the link below to see the job description
Being the first face of VIA and a member of the Corporate team requires a minimum of four things: You are organized and efficient, you possess the ability to juggle multiple tasks, you are flexible and adaptable and you have a great sense of humor. Things can change at a moment’s notice at VIA and you’ll be at the center of it, helping to guide others.
Unlock the front door at 8:00 a.m. and ensure office is open for 8:30 a.m.
Complete a walk-through each morning after unlocking front door to prepare conference rooms and common areas for the day, making sure all areas are neat and tidy
Ensure that the spider phone in Atrium is charged each morning
Buzz in and greet all clients, visitors, guests, vendors, suppliers, etc.
Distribute Peeps Report by 10 a.m. each day
Manage front desk security by carefully screening unexpected visitors and/or vendors ensuring that all visitors are accompanied by a VIA employee
Answer all calls; screen and announce calls/guests; transfer calls and email/text VIAns when appropriate; check the VIA general voicemail mailbox daily; update the answering machine message for holidays and office closures
Take the phone with you almost everywhere — it is your new extremity!
Maintain a professional demeanor and confidentiality at all times
Manage supplies stored behind reception desk; administer to VIA employees as requested and keep Office Coordinator updated on supply stock
Complete all FedEx requests
Notify the Office Coordinator of all building-related issues or inquiries
Distribute all mail each afternoon and notify VIAns of packages when received
Keep reception area, the Commons and the kitchen clean and uncluttered
Maintain kitchen; load/unload dishwasher and drying rack as needed, stock kitchen supplies and notify Office Coordinator when stock is low.
Update and distribute magazines on shelves in the Commons.
Update VIA phone list and VIP call-handling instructions as needed
Place spider phone in Atrium on charger each night before leaving, especially Fridays.
Assist Office Coordinator, Executive Assistants and Client Strategy Coordinator with planning and execution of client visits, catering requests and company-wide events
Assist VIA employees with various requests and queries.
Assist with miscellaneous projects/admin support as necessary
© 2018 The VIA Agency. All Rights Reserved. Any use, reproduction or distribution of this material without VIA’s express written co nsent is strictly prohibited.
Two years’ experience in a support role within a professional office environment preferred
Ability to work independently and under pressure on multiple projects simultaneously
Strong interpersonal and communication skills, both written and verbal
Previous experience answering a multiline phone system
Strong organizational skills
Proactive work ethic
High level of customer service at all times
Demonstrated success in adaptability and flexibility
Familiarity with Mac and PC platforms; proficiency with MS Office and Gmail.
Ability to maintain a high level of confidentiality at all times
Positive attitude, teamwork and excellent interpersonal skills.
Willingness to take on additional responsibilities as needed