Position
JOB PURPOSE:
The initial point of contact for all clients for {Dior Couture} at the Client Services Center. Diversified responsibilities and tasks in support of the operations of the organization(s).
Profile
TASKS AND RESPONSIBILITIES
Reception / Administrative (90%):
- Answer all reception calls and direct them to appropriate department. Welcome guests, clients, vendors, and candidates by greeting them, in person or on the telephone; answering or directing inquiries, offering coffee, tea, water, hanging their coats and securing any belongings.
- Assist with all incoming and outgoing mail service.
- Assist with lunch/products/other deliveries contacting respective employees and departments.
- Manage various vendor accounts and invoices keeping up-to-date information and accuracies.
- Place orders for office needs and supplies for team and applicable departments via Staples.
- Assist in preparation of office area for new hires in partnership with Workplace Services.
- Assist in special projects and miscellaneous duties, ordering food, setting up, breaking down.
- Ink/toner order management and inventory upkeep for printers.
- Place service calls for any equipment (printer, coffee machine, water system, etc.) requiring maintenance.
- Be point person for Iron Mountain's pick up of offsite shredding documents. Arrange for extra pick-ups when needed.
- Manage the reservations by employees of the conference rooms, showrooms, wellness room etc.
- Function as a liaison between Christian Dior Inc and Building Property Management of the CSC.
- Responsible for keeping current Certificates of Insurance on file for all vendors entering the building; coordinating all loading dock schedules and access including security coverage on our floors as required for off hours work.
- Responsible for soliciting employee volunteers as fire wardens and searchers. Ensure that everyone has received training and Building Property Management has current information on the participating in office.
- Arranging for security access for all new hires, contractors, and visitors.
- Demonstrate the ability to handle confidential and highly sensitive proprietary information with discretion.
Expense / Invoice Management (10%):
- Prepare and submit completed online T&E form for Workplace Services.
- Review, code and process invoices associated with Workplace Services
SKILLS AND COMPETENCIES:
- Ability to interact at all levels with internal and external personnel
- 2+ years of experience in supporting in an administrative capacity a prestige fashion, fragrance and/or beauty industry
- Strong communication skills, extremely professional and poised
- Detail oriented, organized, and demonstrated ability to manage multiple priorities with a sense of urgency
- Proficiency in Microsoft Office, knowledge of Excel
- Proactive, requiring little direction, takes responsibility
