Receptionist & Office Assistant

The Receptionist & Office Assistant is the first point of contact for all visitors to the Trinity office at 76 Trinity Place and functions as the primary telephone operator. This position also serves as the main contact for internal departments’ inquiries related to scheduling the use of Trinity’s meeting and conference rooms. Additionally, this position handles restocking and monitoring supplies in common spaces: staff floor pantries and conference rooms.

This position is partnered with a second Receptionist & Office Assistant to ensure appropriate coverage and common space maintenance from 8:00 AM to 5:30 PM, with one position covering the beginning of day shift and the other the end of day shift. The hours for this position are 8AM to 4PM, with occasional overtime. This position is fully onsite, Monday through Friday.

The hourly pay range for this position is $31.59–$36.54.

• Welcome and direct visitors in a friendly and professional manner and notify host staff of visitors’ arrival.
• Answer all incoming calls for the organization on a multi-line console. Direct and transfer calls appropriately. Assist callers with all inquiries and resolve routine issues. Update “away” greeting on main number to provide timely and relevant information to callers after hours. Monitor voicemail messages and handle as required, noting calls on the team’s call log
• Maintain familiarity with Trinity Church liturgical calendar and Trinity Commons schedules of special events, ongoing and special services and programs in order to facilitate calls and inquiries received. Notify supervisor of calls that cannot be readily redirected to trouble shoot changes to call protocols as necessary.
• Schedule and coordinate arrangements for office meeting rooms, including room reservations, cleaning, logistics and room set‑ups for meetings, and arrangements for outside visitors as requested.
• Coordinate with administrative staff in ordering food and beverages for lunch meetings scheduled in staff conference rooms in accordance with catering protocols as requested.
• Support Director, Office Services and other administrative staff in arranging office hospitality services:
• Assist and support office administrative staff in coordination with supervisor, as requested.
• Monitor and restock supplies as required in designated common spaces using team checklists,
• Coordinate with supervisor when supplies need to be reordered.
• Open or close the office daily at the start/end of the business day – depending on early or late day coverage.
• Partner with second Receptionist & Office Assistant in monitoring and assuring that appearance of common areas is maintained through scheduled rounds checking: reception area, pantry areas (on multiple office floors), conference rooms (on multiple office floors) and informal convening room.
• Assist with general office administrative duties, as needed, including updates to team tracking sheets for monitoring supplies.
• Assist with room scheduling and monitoring room activity via the Eptura/ Condeco room reservation system.
• Monitor inventory of primary office supplies and keep organized. Replenish food and beverage supplies as needed.
• Maintain Reception team calendar with one-time and recurring team tasks.
• Assist supervisor in implementation of upgrades to common spaces to support Trinity’s sustainability goals and to create a sense of welcome.
• Restock pantries, coordinating with supervisor in placing and tracking cost effective orders, and supporting workflow changes to ensure operational effectiveness.
• Use Microsoft Office applications to track supply orders and messages received.
• Submit via Prism requests for routine office repairs and maintenance requests.
• Assist with creating visitor…