Receptionist/Office Manager

Job Ref:

Job Title:
Receptionist/Office Manager

New York

Highly Competitive

Closing date:
8th March 2019

Vacancy Description

Avolon is one of the leading global aircraft leasing firms providing lease and lease management services to airlines and aircraft investors worldwide. Our leadership team are an experienced and respected team with a proven track record in our industry. At Avolon, we are passionate about what we do and more importantly, how we do it. We boldly use our values of Transparency, Respect, Insightfulness, Bravery and Ebullience (TRIBE) to inform how we interact professionally and personally every day. This is what sets Avolon apart as a great place to work.

The Role:

Avolon is appointing a Receptionist/Office Manager to our New York office. The Receptionist/Office Manager will work under the direction of the Global Facilities Manager while at Avolon for the purpose of executing the role and responsibilities associated within the Facilities Team.

Core Duties:


-Front of house reception cover
-Greet all visitors
-Answer main reception line | Screen/transfer calls accordingly, take detailed messages/distribute & check reception voicemail
-Organize building/office access cards & visitor registration
-Manage conference room booking and catering requests/orders
-Distribute incoming/outgoing mail, accept all incoming packages
-Organize mail couriers | FedEx, UPS, Messengers, etc
-Update office employee directory
-Book freight elevator upon request

Office Manager:

-Manage and oversee contracts with all external vendors for the NYC Office including Request for Proposal (RFP) processes for new vendors
-Monitor/Order all office procurement | office supplies, snacks/beverages, stationary & business cards
-Restock office inventory frequently and daily | pantry, breakroom, printing areas & maintain stock room
-Update/Maintain office floorplan and seating chart
-Address all facility issues | Liaise with building management/vendors, enter work tickets, log all tickets and maintenance request through Avolon`s internal Facilities Management System
-Assist with office relocation | Liaise with Head of Americas & Global Facilities Manager
-Facilitate internal/new employee office/workstation moves | Liaise/troubleshoot with IT for all equipment/setup needed
-Coordinate/Schedule all office furniture needs and repairs
-Set up/Connect daily Companywide meetings via Avolon`s video conferencing system
-Oversee invoice processing and certification for all NYC office vendors
-Event Management | coordinate with Avolon internal committee members regarding logistics
-Deliver all office memo correspondences | Facility issues, events, visitors, etc
-Reconcile office credit card expenses
-Maintain/Distribute calendar of events
-Oversee day to day health and safety for NYC office and employees

Ad Hoc (including but not limited to):
-Reconcile JPM Corporate card expenses
-Act as back-up in absence of Executive Assistant | provide support to CEO, Head of OEM & Head of Americas
-Provide some administrative support and project work for Global Facilities Manager
-Compile/Research "Concierge List" | Restaurants, Hotels, Events, etc

The Person:

The ideal candidate will -

-Display energy and enthusiasm to deliver
-Display self-awareness by understanding their own drivers and motivators and how these impact on their behaviour
-Be a team player who displays integrity and respect for others
-Display insight by sharing and communicating initiatives and ideas to others
-Respect and integrate diverse views
-Deliver under pressure by utilising their problem-solving abilities
-Be self-motivated and eager to address various stakeholder needs

Essential Skills and Experience:

-Minimum of 5 years` experience in a similar capacity
-Bachelor`s degree or equivalent
-Excellent written and verbal communication skills
-Advanced proficiency in Outlook, power-point, word, excel; prior use of Facilities related software a plus
Please note that we will only accept applications that are made to us via our Careers mailbox. If you experience any difficulty when applying, please contact

The closing date may be subject to change. We will interview suitable candidates as they apply, so we encourage you to take this opportunity to submit your application as soon as possible.

Sorry, this vacancy is closed.

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