*Office Administrator & Receptionist

Office Administrator & Receptionist
The Rapaport Group is an international network of companies providing added value services that support the development of ethical, transparent, competitive, and efficient diamond and jewelry markets. We are looking for an energetic and positive Office Administrator & Receptionist to join our amazing team. The ideal candidate will play a key role meeting and greeting clients and being the gateway to Rapaport.
Key responsibilities

• Meeting and greeting all clients, visitors, and guests
• Interacting with clients and providing excellent customer service
• Handling all incoming calls and transferring to appropriate employee throughout NY and satellite offices
• Maintaining a neat, organized, and efficient reception area, kitchen, and office
• Managing bills and vendor payments in a timely and proactive manner
• Processing, organizing, and coordinating all auction payments with Auction team and Controller
• Screening, tracking, and recording all incoming packages and mail and distributing to appropriate employees
• Managing and ordering all office supplies and equipment
• Supporting team with updating customer compliance in back-office system
• Assisting with necessary data entry and scheduling
• Assisting with auction needs, as necessary
• Scanning, filing, photocopying, and organizing office files, documents, and bills
• Performing general office administrative duties and coordinating with building management on office maintenance issues and general office needs
• Interacting with employees in global offices and facilitating coordination and special needs of global employees

• Proven experience as an Office Manager, Front Office Manager or Executive/Administrative Assistant
• Knowledge of Office Administrator responsibilities, systems and procedures
• Proficiency in Microsoft Suite and Zoom
• A kind person with a positive attitude
• Familiarity with email and calendar scheduling tools
• Knowledge of Quickbooks a plus
• Excellent time management skills and ability to multitask and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills in a fast-paced environment