Datasite Corporate Receptionist / Office Coordinator

Datasite is where deals are made. We provide the data rooms and SaaS technology used in M&A and other high-value transactions, to deliver projects in more than 170 countries. Carrying that success into the future is all about you. Your useful skills, your unusual experience, your unique ideas. Everyone here brings something unexpected. What’s yours? Invest your talents in us, and we’ll return the compliment.

Job Description:

Datasite Corporate Receptionist / Office Coordinator

Under general supervision, provides the delivery of excellent customer service to clients and company personnel by greeting and directing visitors, directing incoming telephone calls, forwarding messages, coordinating conference room reservations and other miscellaneous duties as assigned.  Works professionally, collaboratively and cooperatively with others in a team-oriented environment which strives to exceeding customer expectations.  This position will represent Datasite at the front line.  

Ideal candidate will have extensive customer service experience. Basic knowledge of MS applications (Word, Excel and Outlook) and light facility knowledge is also desired.  

Role and Responsibilities:

• As the first point of contact for Datasite, professionally manages and provides an excellent first impression to callers, visitors, customers and employees by answering telephone inquiries and greeting visitors in a professional, efficient and friendly manner. 
• Serves as office ambassador to employees and visitors alike.
• Ensure the entire office, including conference rooms and public areas are well maintained

• Maintains organization security by following procedures; maintains daily visitor log and issues visitor badges.  
• Manages all aspects of the office including, but not limited to, office maintenance, receiving and distribution of mail, ordering office supplies and maintaining office equipment
• Develops and maintains relationships with building management services, vendors, caterers, and Datasite groups to facilitate work
• Initiates facility repair requests with building management and/or outside vendors and follows up through completion, working closely with the Facilities Manager on contracts, etc.
• Responsible for setting up/breaking down large meetings, ordering catering for meetings, helping to organize employee events, restocking kitchen/pantry areas and ensuring it stays organized and clean
• Assists with onboarding of new employees/contractors
• Ensures knowledge of staff movements in and out of the organization, managing office floorplan and seat assignments
• Maintains schedule of client conference rooms
• Assists with executive and other internal meeting requests as needed.  
• Attend monthly landlord hosted operations meetings
• General administrative and clerical support 
• Light lifting is required

Additional Duties and Responsibilities:

• Exercises independent judgement in the completion of tasks and overall works with little supervision
• Positive attitude with a strong customer service orientation
• Superior organization skills; ability to multitask and prioritize responsibilities
• Strong attention to detail
• Must be highly dependable, and possess excellent written and verbal communication skills
• Team player dedicated to working cooperatively and seamlessly with the entire executive organization as needed 
• Always looks and acts professional in our business casual work environment and has an unflawed ethical compass
• Maintains confidential information
• Effectively communicate at all levels
• Technology savvy and able to quickly learn various platforms as needed

Education and Experience:

• High school diploma
• 2-4 years strong customer service experience 
• 2+ years of office management and leadership experience in a fast-paced environment
• 2+ years of experience using Microsoft applications—Word, Excel, PowerPoint and Outlook