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Receptionist
Prudential Securities
Newark, NJ, United States
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Description
PGIM, the global investment management businesses of Prudential Financial Inc., is one of the world’s leading money managers. With offices in 15 countries and over $1 trillion in assets under management, clients rely on our risk management expertise, intellectual capital and creative solutions to realize their investment objectives. Our distinct multi-manager model delivers a broad suite of actively-managed solutions in the areas of public and private fixed income, equities, alternatives and real estate to serve our clients’ needs. We are passionate about delivering investment returns for our clients and dedicated to our greatest asset – our people. Learn more about who we are and how we can work together, please visit: www.pgim.com
The Executive Office of PGIM, is seeking a seasoned receptionist who will serve as the first point contact for our clients, visitors and guests who visit the Prudential Tower. We are looking for someone who possess excellent verbal, written and interpersonal skill with the ability to be diplomatic and professional at all times.
Responsibilities Include:
• Greeting, announcing and directing guests to the conference rooms, offices or other facilities.
• Overseeing the visitor process by engaging with guests and making sure all their needs are met.
• Taking messages for the Executive Office as needed.
• Providing phone coverage as needed and communicating general messages to the floor (regarding lost items, announcements, etc).
• Managing the conference room database for the floor; duties include reserving, accepting, modifying reservations as well as granting access to new users.
• Maintaining the Executive 19th floor: duties include maintaining the appearance of all common spaces by submitting work order requests for repairs, facilities, etc. Ordering and maintaining supplies for two pantries. Organizing and maintaining copy rooms. Overseeing the appearance of conference rooms before and after meetings as well as assisting with the AV needs of guests.
• Processing orders for amenities (supplies, paper and pantry supplies) and serving as the main contact for vendors and ensuring that they are escorted on the floor at all times. Processing requests for payment after items have been received.
• Placing and accepting catering orders from outside vendors as well as the Prudential Tower Cafe and be the main point of contact for delivery and clean up.
• Preparing, submitting, and tracking general expense and travel vouchers, and reviewing the accuracy of submitted vouchers, reconcile discrepancies and ensure appropriate resolution.
• Managing the PGIM use of the Prudential Center Suite. Serve as the main point of contact for ticket requests as well as post event reconciliation.
• Maintaining distribution list of associates on the floor as well as those with floor access. Registering visitors with security. Requesting security clearance for associates who visit the floor often for business.
• Assisting with Business Continuation as a backup for testing.
• Providing back-up phone coverage and light administrative support to administrative assistants on the floor.
• Serving as Fire Warden for the floor.
• Managing ad hoc requests.
Qualifications
Does this sound like you? Our successful candidate has:
• 3+ years of corporate administrative experience, preferably supporting senior level executives
• Excellent verbal and interpersonal skills with the ability to exercise discretion and maintain confidentiality
• Seasoned professional with a polished demeanor
• Must possess good judgment, strong and attentive listening skills with the ability to analyze situations and draw appropriate conclusions
• Ability to work independently and prioritize work
• Capable of working in an evolving environment with changing priorities
• A positive attitude, energetic personality and a high level of motivation are essential
• Working Knowledge of Microsoft Office (Outlook, Word, Excel, PowerPoint) strongly preferred. Knowledge of Lotus Notes would be a plus.
• Ability to work overtime on occasion