Receptionist and Office Support Services

Duties and Responsibilities aligned with Key Results: People: Assists with training and mentoring new receptionists. Resolves complaints in a calm and professional manner, escalating to the applicable department or team when required. Provide guests, and employees with general administrative assistance.

Supports department leaders with various administration tasks. Provides backup to Office Services staff. Assists IT and People Group with employee on-boarding and off-boarding activities.

Client: Operates multi-line phone system and answer/transfer calls for global offices in a timely and very professional manner. Determines purpose of call and routes to appropriate personnel or department. Maintains office security and logs all guests, vendors, and contractors, and issues visitor and employee temporary badges.

Performs remote resets on security access systems for all offices, when necessary. Responsible for troubleshooting and correcting any badge issues in a timely manner. Monitors surveillance equipment and escalates any observed suspicious activity or issues to management personnel and/or security vendor to resolve.

Handles badge creation, replacement, deactivation, security access, and reclamation. Monitors RightFax Folder and route faxes via email to the determined recipient. Value: Manages after-hour general voicemail account and forward messages as necessary.

Receives courier deliveries and notifies recipient or mail room for pickup. Security alarm reviews, acknowledgement and clearing. Regular status check of security equipment through access control software.

Manages employee parking records, assignments, and requests, validates guest parking. Conducts quarterly parking audits to ensure accuracy. Runs monthly badge access reports for department leaders.

Ensures main floor kitchens, lobbies, and reception areas are tidy and stocked, as needed. Provide support for special projects. Other duties as assigned.

Education and Experience: High school diploma or general education degree (G.E.D.) required. Some college education is highly preferable. Minimum 1 year of experience in a receptionist or customer service professional role with high call volume; professional corporate environment is a plus.

Experience operating a multi-line phone system in a corporate environment a plus. Must be able to work in a fast-paced, professional working environment, working under pressure and maintaining composure; must be task oriented, a self-starter, and capable of working independently. Demonstrated ability to maintain confidentiality and effectively handle highly sensitive information with sound judgment, tact, and discretion.

Possess strong attention to detail and accuracy. Ability to organize and prioritize work assignments and meet deadlines. Demonstrated proficiency in the use of standard software applications.

Demonstrated ability to work effectively with a diverse group of professionals. Excellent customer service skills with proven ability to build rapport with clients in a professional, likable and approachable manner. Exceptional self-presentation, outgoing and confident with a highly polished and professional manner including dress.

Excellent attention to detail and the ability to multi-task. Computer Skills: To perform this job successfully, an individual must be competent and proficient in Microsoft Office including Outlook calendaring and room management, Power Point, Excel and Word, with the ability to learn and be proficient in additional software platforms.

Certificates and Licenses: Valid driver's license required. Supervisory

Responsibilities: This position has no supervisory responsibilities. Work Environment: Standard indoor working environment. Regularly required to sit for extended periods of time with daily telephone interaction.

Position requires regular interaction with employees at all levels of the Firm and interface with customers and external vendors as necessary.

Equal Opportunity Employer: disability/veteran Ryan offers outstanding opportunities to work in a dynamic, rapidly expanding tax services firm serving the world's most respected Global 5000 companies. Our innovative work environment, accelerated growth path for high performers, competitive benefits package, and outstanding earning potential provide the most rewarding career experience available in the industry.

Ryan employees are given the freedom to do their best work in the way they work best. With a clear understanding of expectations and accountabilities, our employees are given ownership of their time and flexibility to meet the demands of their professional and personal lives. Applicants for employment in the US must have work authorization that does not now or in the future require sponsorship of a visa for employment authorization in the United States and with Ryan LLC (i.e., H1-B visa, F-1 visa (OPT), TN visa or any other non-immigrant status).

Job duties related to this role are to be conducted in a manner that adheres to privacy laws, as well as follows internal governance related to protecting confidential information and trade secrets, and to securing data and company records. Equal Employment Opportunity/Affirmative Action/Accommodation Ryan, LLC is an equal opportunity employer and is committed to compliance with all applicable laws prohibiting employment discrimination.

It is our policy to take all employment actions and make all employment decisions without regard to race, color, religion, creed, gender, sex (including pregnancy), affectional or sexual orientation, gender identity or expression, national origin, ancestry, age, marital status, citizenship status, genetic predisposition or carrier status, disability, military status, status as a disabled or other protected veteran or any other protected status under applicable law.

It is Ryan's policy to make reasonable accommodation for qualified individuals with disabilities. Please contact our People Group at 972.934.0022 or peoplegroup@ryan.com if you are interested in applying and need assistance to submit your application, or if you are interested in a position and believe you may require a reasonable accommodation in order for you to perform its essential functions.

Click here to view the entire EEO poster and supplement. *Notice to Canada Candidates - In accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Canadian Human Rights Act, Ryan ULC will provide accommodation, accessible formats and communication supports for the interview upon request. Ryan welcomes and encourages applications from people with disabilities*.

Please access our Privacy Notice in relation to this at the following link for additional information on how we protect and handle personal information. To change or modify any personal information previously provided, please click here to access our Data Subject Access Request form.