Office Administrator/Receptionist

Job description

The company: 

Our client is leading investment firm focused on climate-positive initiatives, they actively collaborate with clients to deploy tangible assets that drive the energy transition. They have a substantial portfolio of over $9 billion in managed assets, their vision is rooted in the belief that every investment plays a crucial role in shaping a more sustainable climate future.

The role:

  • Responsible for a broad range of administrative functions and facilities management
  • Requires superior people, communication, organizational, planning, and project management skills, as well as flexibility and adaptability.
  • Reports to the Executive Assistant to the CEO.
  • Greets, directs, and announces visitors and vendors at the front desk appropriately.
  • Coordinates all incoming and outgoing mail services (USPS, FedEx, UPS, etc.).
  • Opens and sorts incoming mail.
  • Packs, labels, and coordinates outgoing mail.
  • Maintains the Company's postage equipment.
  • Manages the company’s general info email address by screening and forwarding as appropriate.
  • Assists and coordinates with other members of the administrative-support team.
  • Helps with preparations for board meetings, quarterly company meetings, etc.
  • Maintains office security by following safety procedures and controlling access via the reception desk.
  • Ensures common areas (reception, conference rooms, supply/printer stations, and break room) are tidy and well-stocked at all times.


  • Minimum of 5 years of experience in office management or similar professional roles in diverse office settings.
  • A Bachelor's degree is preferred.
  • Strong written and verbal communication skills.
  • Excellent time management abilities, including multitasking and task prioritization.
  • Exceptional attention to detail and proficiency in problem-solving.
  • Proficiency in using Microsoft Office applications.
  • Effective and professional interaction with clients, vendors, and internal/external stakeholders of different levels.
  • Skill in collaborating across various functional areas within the company.
  • Dependable and proactive with a strong sense of initiative.
  • Capable of owning tasks from initiation to completion, and skilled in managing multiple projects simultaneously.
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