Receptionist/Office Coordinator

Stephens Default•Little Rock, AR

About The Position

Reception Answer incoming phone calls and forward to appropriate person or department. Take and deliver messages or transfer calls to voicemail when requested. Greet, assist, and direct all visitors, vendors, and service personnel to location, escort them to appropriate location or notify company personnel of visitor arrival, and offer refreshments. Review, sort and distribute all incoming and/or outgoing mail; prepare outgoing mail and deliver to the Post Office; prepare outgoing FedEx deliveries. If applicable, maintain parking validation cards and reconcile as required. Office Coordinator Provide general administrative support as needed such as: typing reports, documents, or correspondence; order and maintain office supplies; schedule conference room; send/receive faxes; serve as a liaison with Human Resources, as required; make copies; maintain files; coordinate meetings and order lunches; maintain kitchen including dishwasher, refrigerator, order and restock beverages, etc. Manage maintenance for office equipment including postage meter, fax machine, copiers, etc. May manage business calendars for meetings, appointments, calls, invitations, luncheons and travel, by anticipating needs, adjusting for conflicts, and ensuring all logistics (including materials, location, timing, etc.) Schedule meeting and make arrangements for meeting site; prepare meeting schedules; secure equipment, if required; notify attendees; schedule caterer and select menu; prepare materials, etc. Provide backup for travel arrangements including reservations and itineraries using Stephens Travel and Transport system, submit expense reports in a timely manner and provide updates as needed. Prepare client performance reports. Liaison with Information Technology to maintain computer equipment, order new equipment, etc. May serve as a liaison with Property & Facilities regarding any building maintenance issues and coordination of repairs. Provide general administrative and project support as needed. Provide backup to other PCG support staff. May be required to handle cashiering duties which includes: recording checks received, maintaining a transmittal log, and transferring information to a remote system for electronic delivery to the bank.

Requirements

High school diploma or general education degree (GED) required
1-2 years of experience in an office/administrative role
An equivalent combination of education, training or experience
Microsoft Word
Microsoft Excel
Typing

Nice To Haves

Bachelor’s degree preferred

Responsibilities

Answer incoming phone calls and forward to appropriate person or department.
Take and deliver messages or transfer calls to voicemail when requested.
Greet, assist, and direct all visitors, vendors, and service personnel to location
Review, sort and distribute all incoming and/or outgoing mail
Prepare outgoing mail and deliver to the Post Office
Prepare outgoing FedEx deliveries
Maintain parking validation cards and reconcile as required.
Provide general administrative support as needed such as: typing reports, documents, or correspondence
Order and maintain office supplies
Schedule conference room
Send/receive faxes
Serve as a liaison with Human Resources, as required
Make copies
Maintain files
Coordinate meetings and order lunches
Maintain kitchen including dishwasher, refrigerator, order and restock beverages, etc.
Manage maintenance for office equipment including postage meter, fax machine, copiers, etc.
Manage business calendars for meetings, appointments, calls, invitations, luncheons and travel, by anticipating needs, adjusting for conflicts, and ensuring all logistics (including materials, location, timing, etc.)
Schedule meeting and make arrangements for meeting site
Prepare meeting schedules
Secure equipment, if required
Notify attendees
Schedule caterer and select menu
Prepare materials, etc.
Provide backup for travel arrangements including reservations and itineraries using Stephens Travel and Transport system
Submit expense reports in a timely manner and provide updates as needed.
Prepare client performance reports.
Liaison with Information Technology to maintain computer equipment, order new equipment, etc.
Serve as a liaison with Property & Facilities regarding any building maintenance issues and coordination of repairs.
Provide general administrative and project support as needed.
Provide backup to other PCG support staff.
Handle cashiering duties which includes: recording checks received, maintaining a transmittal log, and transferring information to a remote system for electronic delivery to the bank.