Orbis International is looking for a Receptionist/Office Assistant to join our admin team.

Orbis International is a nonprofit global health organization dedicated to saving sight worldwide. Our mission is to preserve & restore sight by strengthening the capacity of local institutions in their efforts to prevent and treat blindness. Our goal is a world in which no one is needlessly blind, where quality eye care is accessible to all.

JOB SUMMARY

The Receptionist/Office Assistant answers telephone calls, greets visitors, handles incoming and outgoing mail and packages, performs general office duties and assists with aspects of office facilities management for the New York office.

This position will report directly to the Supply Chain Director and work with the Finance & Admin team.

ESSENTIAL JOB FUNCTIONS / KEY AREAS OF RESPONSIBILITY

RECEPTION, SHIPPING AND MAIL SERVICES:

• Monitor the general Orbis telephone extension and email account for activity; ensure callers are routed as needed; process voicemails and general request emails daily.
• Provide courteous and efficient reception services to Orbis guests: monitor front door from remote monitoring and as needed from front desk; ensure visitors are routed as needed; maintain tidy appearance of the reception area at all times.

• Receive, sort, and distribute the organization’s mail and packages on a daily basis, including assigning postage and pick-up of outgoing packages.
• Keep an accurate log of current certificates of insurances ensuring vendors can enter the Orbis offices, coordinating with building management as necessary

FACILITIES SERVICES:

• Communicate with office facilities management, following up with appropriate building contacts regarding general maintenance, repairs, problem situations, services needed (e.g., air conditioning, heat, power, freight, furniture moving or removal), and special projects as directed by the CFAO.

• Respond to employee requests in accordance with standard practices and policy, and escalate any issues, complaints, or deviations from policy.
• Monitor the conference booking system and lead the preparation of conference rooms for meetings. This includes coordinating the moving of tables and chairs, ordering refreshments, preparing basic presentation tools such as flip charts, and cleaning up after the meetings.
• Keep an up-to-date inventory on office, pantry, lavatories, and cleaning supplies and equipment, proactively ordering supplies as needed.
• Keep an accurate log of certificates of insurances.
• Process invoices for facilities and offices goods and services in a timely manner and track costs.

ADMINISTRATIVE AND LOGISTICAL SUPPORT:

• Process monthly reconciliations and arrange vendor payments (for shipping, storage, facilities and general office items)
• Undertake and provide administrative support for any additional tasks as needed.
• Other duties as assigned.

QUALIFICATIONS & EXPERIENCE

• Minimum 2 years work experience, preferably in a reception, admin, or office manager role
• Successful customer service experience

SKILLS & ABILITIES

• Strong organizational skills and attention to detail: ability to effectively execute detail-oriented tasks.
• Proactive and flexible work style and able to succeed in a demanding, fast-paced and high-pressure environment.
• Excellent customer services skills: the ability to interact professionally and efficiently with people of different seniority levels and cultures.

• Strong communication skills both in in writing and in-person.
• Strong work ethic includes punctual attendance, professional and pleasant appearance and demeanor, a high level of reliability
• Good judgement and problem solving skills
• Strong computer skills: Microsoft applications (Word, Excel, Outlook, Power Point)
• Able to move or lift light objects (up to 25 pounds).

WORK EXPECTATIONS

The salary for this full-time position is $50,000 per year, less applicable withholdings. Orbis offers a competitive, comprehensive benefits package for consideration.

The Receptionist role, given the nature of this work, will need to work on-site from our New York City office.