Administrative Assistant (Receptionist) at a Major Japanese Bank

Job Title: Receptionist

Role Description
Handle general & client-facing reception duties in main office lobby or reception area of assigned floor. Greeting and guiding visitors to their destinations and assisting employees with building access issues. Manage central switchboard. Maintain calendar for shared conference rooms.

This is a temporary role with an opportunity to extend to full-time. The position is located at 277 Park Avenue New York, and it is on site (5 days/week). No hybrid option.

Role Objectives: Delivery
• Handle general reception duties in main office lobby or reception area of assigned floor.
• Greet and guide visitors to their destinations upon validation of credentials.
• Assist employees with building access issues and arrange for temporary access passes, where required.
• Manage central switchboard and direct callers to the appropriate contacts.
• Maintain calendar for shared conference rooms and handle reservations by internal staff.
• Arrange for internal catering, as needed.
• Act as first line of defense against social engineering attacks by individuals seeking to gain access to company premises or systems for fraudulent purposes.
• Greet external guests courteously and manage their visits efficiently to make a good first impression of the company.
• Work with employees to manage building access issues and general reception queries.
• Liaise with corporate security on temporary access passes where required.
• Greet switchboard callers in a courteous and helpful manner to support a positive perception of the company.
• Foster relationships with administrative assistants to ensure smooth management of shared conference rooms and efficient handling of scheduling conflicts as required.
• Partner with internal catering to fulfill food and beverage orders.
• Politely but firmly challenge visitors whose reasons for building access are unclear.
• Engage corporate security if required.
• Coordinate with vendors who supply services or goods to the workplace.
• Manage large conference room spaces and event coordination with event planning team.
Qualifications and Skills
• Demonstrate an awareness of organizational structure and building / floor layout to provide timely and accurate guidance to visitors.
• Apply understanding of corporate security procedures to assist employees with temporary access pass requirements.
• Use expertise in switchboard technology to manage inbound callers quickly and accurately.
• Leverage training to recognize and interrupt social engineering attempts by individuals seeking to gain access to company premises or systems for fraudulent purposes.
• Ability to follow basic work routines and standards in the application of work.
• Communication skills to exchange straightforward information.
• Promptness and punctual for reporting to work on-site and delivering work products in adherence to deadlines
• Verbal communication skills in Japanese is preferred but not required.