Receptionist & Facilities Coordinator

   Receptionist Duties:

• Greet and welcome visitors, clients, and employees with a warm and professional demeanor.
•        Answer and direct phone calls, take messages and provide information as needed.
•        Maintain a clean and organized front desk area.
•        Manage incoming and outgoing deliveries/packages at the front desk. 
•        Coordinate meeting room reservations and assist with scheduling.
•        Assist with general office management tasks, such as office supplies inventory and coordinating maintenance requests.
•        Make daily rounds through the building to straighten meetings areas and kitchen areas at end of day.
•        Monitor office and facilities supplies, including ordering, restocking, and maintaining inventory levels. Create and maintain a system for ordering and tracking supplies in a cost-effective manner.
•        Act as Administrator for door access card system for new and outgoing employees to maintain accurate building access for Irvington and Secaucus locations. Ensure compliance with Building Access Control  and CTPAT.
•        Act as back up for shipping coordinator when they are out of office, process incoming and outgoing packages and mail.
•        Support colleagues and management with ad-hoc administrative and event tasks such as ordering catering, arranging for car services, scanning documents, etc.

       Project Duties:

•       Maintain an accurate list of current facilities vendors and contact information for stores and office locations. Research new vendors as needed for store and office projects.
•        Contact vendors, subcontractors and supplier to obtain quotes for assigned maintenance/repair projects. Review proposals with Dept Leaders for approval.  
•        Liaise with contractors, suppliers and store teams to schedule services. Follow up with vendors and store teams to ensure the timely completion of scheduled services, adherence to scope of work and EF team satisfaction.
•        Assist in the ordering of required supplies for retail store or office projects.  Track orders through to receipt and store/office location.
•        Maintain records of facility-related projects/maintenance activities including proposed start and completion dates, proposed costs and paid invoices. 
•        Maintain up-to-date procedures, documentation and checklists.
•        Assist in documentation and reporting for facilities meetings/annual budget preparation.
•        Receive, review and code vendor invoices. Obtain approval from dept leaders and process vendor invoices, ensuring timely and accurate payments to vendors.
•        Verify that goods or services associated with invoices were delivered or completed as per the purchase order.  Resolve invoice discrepancies and communicate with vendors and internal stakeholders to address any issues.
•        Assist in budget analysis by tracking and reporting on expenses.
• Support recycling and sustainability initiatives and develop knowledge and skills

Education:  High School Diploma or equivalent; additional education or relevant experience is a plus.

•              3+ Years experience in a receptionist or administrative role.
• ·       Familiarity with basic accounting principles and invoice processing.
• ·       Proficiency with spreadsheets (e.g., Microsoft Excel/Google Sheets).
• ·       Excellent interpersonal and communication skills.
• ·       Exceptional organizational and time management abilities.
• ·       Detail-oriented with a strong commitment to accuracy.
• ·       Ability to work independently and as part of a team.
• ·       A strong “customer service” orientation while maintaining a positive and supportive work environment is essential.
•         A curious and progressive mindset, with a focus on continuous improvement and streamlining processes.
•         Ability to perform moderate physical labor required for room set ups, moving rolling racks and/or boxes through building including frequent bending, walking, pushing and lifting. Must be able to lift at least 25lbs.

·       PERFORMS OTHER RELATED DUTIES AND ASSIGNMENTS AS REQUIRED.

EILEEN FISHER, Inc. is an equal-opportunity employer and is committed to providing a workplace free from harassment and discrimination. We are committed to recruiting, hiring, training and promoting qualified people of all backgrounds, and make all employment decisions without regard to any protected status.