The receptionist position is responsible for projecting a high quality first impression of the organization. As the company’s first contact with the customer, this position ensures that all calls will be handled with sincere courtesy, and in a friendly, energetic, helpful and efficient manner. This position will be full-time with a 7:30 AM to 4:30 PM schedule, Monday through Friday, for an undetermined amount of time, potentially up to 10 weeks.
PRINCIPAL DUTIES & RESPONSIBILITIES
Visitor Access & Common Area Maintenance
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Welcomes on-site visitors, gets information from salespeople making cold calls, announces visitors to appropriate personnel, gets refreshments for visitors.
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Monitors visitor access, controls the visitors, and issues visitor's badges.
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Loads dishwasher and empties coffee station at end of day and empties dishwasher in morning. Locks south building entrance each evening.
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Manages, monitors and restocks office supplies; this includes ordering, monitoring and implementation of cost reduction strategies.
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Manages coffee delivery service and vending machine service.
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Maintains orderly and clean appearance of the front desk area.
Telephone & Mail System Maintenance
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Answers incoming telephone calls, determines purpose of callers, and forwards calls to appropriate personnel or department.
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Answers questions about the organization and provides callers with address, directions, fax number and other information.
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Takes and delivers messages or transfers calls to voice mail when appropriate personnel are unavailable.
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Receives, sorts, and delivers mail. Date stamps invoices to be paid, notates date to be paid.
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Takes daily mail to the post office at the end of the day.
Clerical/General Administrative
- Responds to routine emails, phone calls, etc
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Makes copies, print documents, mail delivery, etc
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Files paperwork
This job description is not intended to be all inclusive and the employee will also perform other reasonably related business duties as assigned by the immediate supervisor and other management as required.
Education/Experience
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High School Diploma or GED Required.
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Knowledge or skills usually acquired through 1-3 months of related experience or training.
Licenses/Credentials/Certifications
N/A
Specialized Knowledge/Skills/Abilities
- Friendly, welcoming, patient, diplomatic, and confident demeanor in working with staff and customers
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Advanced attention to detail and accuracy in all work
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Intermediate ability to prioritize own wide-ranging work load and work independently
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Intermediate ability to communicate both verbally and in writing to a wide range of audiences – primarily staff and customers
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Intermediate knowledge of Microsoft Office applications: Word, Excel, PowerPoint, Outlook
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Intermediate ability to work collaboratively with colleagues and customers
WORKING CONDITIONS:
Working Hours/Environment
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Office hours are 40 per week – Monday – Friday, 7:30 AM - 4:30 PM; may require additional hours periodically, including evening and weekends depending on business needs
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Work typically performed in an indoor office setting
Tools and Equipment Used
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Personal computer, copier, fax/scanner, phone, and other typical office equipment
Travel
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Minimal – less than 5% of the time
Physical & Mental Demands
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Frequently required to sit at a desk/workstation for long period of time
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Ability to work at a computer terminal for extended periods of time
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Digital dexterity and hand/eye coordination in operation of office equipment
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Light lifting and carrying of supplies, files, etc.
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Ability to speak to and hear employees/clients via phone or in person
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Body motor skills sufficient to enable incumbent to move around the office environment
This job description does not constitute a written or implied contract of employment. This job description is not intended and should not be construed, to be an exhaustive list of all responsibilities, skills, efforts, or work conditions associated with the job. Furthermore, the employer reserves the right to revise or change job duties and responsibilities as the need arises.
