New York City (United States of America)
Background: Over the past 80 years, the International Rescue Committee (IRC) has developed unparalleled expertise in responding to emergencies and helping uprooted communities to rebuild. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster.
The IRC is on the ground in more than 40 countries, providing emergency relief, relocating refugees and rebuilding lives in the wake of disaster. Through 26 offices in cities across the United States, the IRC also helps refugees and other immigrants resettle in the U.S. and become self-sufficient. The IRC is committed to a culture of bold leadership, innovation in all aspects of our work, creative partnerships and, most crucially, accountability to those we serve. The IRC is a tireless advocate for the most vulnerable.
Job Overview: Under the supervision of the Manager of Facilities, the position is responsible for the orderly coordination and reliable execution of various facility-support activities.
·Answer the organization’s main telephone line and transfer calls to the appropriate parties as needed; Provide publicly accessible information to callers such as organization’s mailing address, fax number, website, and directions to publicly accessible office locations.
·On behalf of internal staff, input visitor(s) name(s) into the building security system. Ensure host staff persons name and email is included in the submission so that the staff person can be notified when their guest arrives at the buildings main lobby.
·Present an outstanding impression when greeting visitors. Verify the visitor’s identification and provide them with a visitor ID card. Immediately notify the host employee of their visitor’s arrival.
·Provide visitors guest Wi-Fi information and access.
·Assist visitors with booking available desks and/or meeting rooms as needed.
·Provide seat and meeting room utilization reports as requested by Manager of Facilities or Sr. Manager of Facility Development.
·Review with Office Facilities Staff the conference room bookings daily and follow-up efficiently to set-up conference rooms as needed, this includes arranging audio/visual equipment, supplies, food and beverages as needed.
·Develop and maintain strong professional working relationships with the building management, building maintenance, and cleaning vendor main points-of-contacts to ensure first-rate services are provided in a timely manner.
·Act as liaison with facilities-contracted account representatives from established vendors, addressing service calls and or performance issues.
·Assist Facilities Manager with administrative tasks and projects.
·Assist with other facilities-related operational tasks as necessitated by evolving needs of IRC.
·Provide support to facilities and staff in emergency situations.
·Provide support as back up to facilities staff as needed.
·Other related duties as needed.
Key Working Relationships:
Position Reports to: Manager, Facilities
Position directly supervises: N/A
·Associate Degree or equivalent degree or certification
·Confirmed experience in reception and office services preferred
·Previous work experience in an office setting; non-profit office setting preferred
·Excellent interpersonal and communication skills: the ability to successfully harmonize with a variety of people while maintaining a friendly customer service manner
·Solid organization skills: Ability to prioritize tasks and handle a fast-paced work environment
·Shown track-record in continuous process improvement
·Flexible work demeanor: Able to work efficiently in a team environment & independently
·Moderate to sophisticated digital literacy: Word, Excel, Outlook, seat booking software.
·On-site presence is required
Working Environment: Standard office work environment.
The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, Equality, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.