Job Description

Receptionist Staff / Intern

Department: Firm Administration

Employment Type: Internship

Location: Flushing, NY (Headquarters)

Reporting To: Senior Manager, IT & Administration

Compensation: Unpaid

Language Requirement: Chinese Mandarin and English (languages) are required due to the business's client base.

We have 2 internship openings

Under the direct supervision of the Office Supervisor, this position provides support for all departments. The Receptionist will be expected to answer non-routine correspondence and assemble highly confidential and sensitive information. The Receptionist will handle a diverse range of important external callers and visitors, as well as internal contacts at all levels of the firm.

Key Responsibilities

Receptionist Support:

• Greet and welcome visitors and callers in a friendly, warm, and professional manner
• Takes messages for firm staff and delivers/notifies appropriate staff members or directs calls
• Handling of all firms' incoming and outgoing mail (sorting and delivering to departments daily)
• Manage conference room schedule/scheduling of appointments/conferences as needed
• Ensure that the administrative office and reception area are organized and clean
• Assist the supervisor in coordinating vendors for repairs and maintenance across the firm and ensure proper working order for the firm’s equipment (computers, faxes, copy machines, etc.) and facilities (plumbers, heat, etc.)
• Assist the supervisor with taking meeting notes and preparing meeting minutes
• Assist the supervisor with firm events planning and coordination
• Assist in light filing duties

Administrative/ Basic HR Support:

• Monitor daily and biweekly staff attendance for Tax, IT, and Maintenance/Janitorial departments
• Provide backup support to HR/Personnel on an as-needed basis

All other duties as they are assigned by Partners

Skills, Knowledge and Expertise

• Language Skills: Chinese Mandarin and English are a must
• Experience: At minimum 1 year of experience in bookkeeping in the US, proficiency in Excel and Word, and Exposure to QuickBooks is a plus
• Punctual
• Self-motivated with strong work ethic
• Thrives in a fast-paced environment
• Ability to juggle multiple tasks and demands
• Establishes priorities and meets deadlines
• Strong oral and written communication skills
• Highly detail-oriented
• Collaborates effectively with others
• Organizational skills
• Ability to follow established guidelines and processes
• Common Sense: a talent for making connections between unrelated pieces of information for the purpose of anticipating needs and preventing problems