Under the supervision of the Assistant Director for Operations & Facilities, this position serves as the primary MBA receptionist and provides administrative/clerical support to the Operations Department and Association, as needed.
Serves as the primary receptionist for MBA. The incumbent greets and directs visitors, answers all incoming phone calls and directs the callers/visitors to the individual/department able to best assist them. Takes messages as necessary. Responsible for ensuring full coverage of the reception desk, scheduling relief operators, as needed. Responsible for communicating pertinent information to and appropriate training of all relief operators.
Instructs individual staff members on the use of MBA’s online conference room scheduler. Monitors conference room reservations to coordinate use with staff. Works with staff members to gather guest/attendee lists. Provides visitor/guest list through online property management tool and to building security personnel as required.
Provides administrative support to the Operations Department as needed. Support can include but is not limited to a variety of clerical tasks, e.g., labeling, invoice processing, member service requests, supply orders, routine repair/maintenance requests, etc.
Maintains various staff directories, resource documents and employee listings available on the MBA website and intranet. Works with the appropriate staff to maintain the Events calendar on the Intranet.
Performs routine operations/facilities tasks including bi-weekly stocking of the staff kitchen and pantry; daily inspection of conference and meeting rooms to ensure functionality of all systems, orderly room sets and adequate supplies. Monitors kitchen/pantry/front-desk/conference room supply stocks/budget and orders as necessary. Updates/distributes telephone directories weekly. Reports facilities and service related issues/repairs to property manager. Follows up to ensure items are addressed/resolved.
Assists with processing of all department invoices in a timely manner to ensure all invoices are paid promptly and correctly.
Serves as an emergency marshal for the Operations Department and assists with the direction of staff during an emergency.
This position should not be construed to contain every function/responsibility that may be required to be performed by an incumbent in this job. Incumbent is required to perform other functions, as assigned.
Highs school diploma, one to three years of general office experience, and excellent oral/communications skills are required. Working knowledge and proficiency with the MS Office Suite: Outlook, Word and Excel. Experience with Polycom telephone system or similar platform helpful. Professional appearance, attention to detail, exemplary customer service skills and cooperative spirit also necessary.
All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, sexual orientation, gender identity, national origin, protected veteran status, or on the basis of disability.