We are seeking a professional and motivated individual to join us as a Receptionist. As the first point of contact for clients, partners, and visitors, you will play a crucial role in creating a positive and welcoming atmosphere that reflects our firm's commitment to excellence and professionalism.
The ideal candidate should possess exceptional communication skills, a polished appearance, and the ability to handle a fast-paced environment with poise and efficiency.
Job Function Summary
Managing Front Desk Operations:
- Handle incoming calls by directing them appropriately or taking accurate messages
- Maintain a professional and friendly demeanor to ensure a positive first impression for visitors
- Manage the booking and setup of conference rooms for calls, meetings, etc.
- Keep the reception area tidy and presentable, performing regular meeting room checks for quality assurance
- Ensure effective and swift communication within the team and across departments
- Ensure all actions align with the firm's values
Administrative Support
- Order and maintain firm products such as stationery, printer supplies, and consumables
- Organize and maintain records for invoices, expenses, and financial documentation
- Facilitate workstation arrangements for visiting staff
- Perform ad hoc duties as assigned by the Office Manager
Facilities Management
- Control and monitor service providers and contractors access to office premises (e.g., courier services)
- Record contractor activities onsite in coordination with the Security Team
- Support Millennium's security standards as required
- Assist the department with office moves and other general ad hoc projects
Qualifications And Skills Required
- Minimum 35 years experience in a receptionist or front desk role, preferably within a financial institution or professional setting. Familiarity with hedge funds or the financial industry is a plus
- Excellent verbal and written communication skills
- Professional appearance, demeanor, and attitude
- Strong organizational skills with high attention to detail and the ability to prioritize tasks in a fast-paced, high-pressure environment
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) is required
- Experience with phone systems, appointment scheduling software (e.g., EMS), and other office tools is beneficial
- Experience in purchasing, invoicing, and procurement processes is a plus
- Ability to work well independently and as part of a larger team
- A proactive and adaptable mindset to handle dynamic office environments
