SUMMARY
The Front Office Receptionist provides a friendly and professional experience for customers and serves as the first point of contact at the Cuba Support Center. This role is responsible for managing clerical and administrative duties as assigned by the Executive Administrator.
RESPONSIBILITIES BY COMPETENCY:
(bolded text denotes an essential function of the position)
Business Results Orientation
- Maintain forms room and mail room supplies
- Manage Go-Card database and complete monthly inventory
- Order supplies and track inventory
- Code invoices and submit for processing
- Order and manage supplies for convenience stores
- Administer returned checks and restitution process
- Send new hire uniform and nametags following their orientation
- Manage uniform supply and perform inventory
- Manage weekly store supply shipping and online shipping systems
- Maintain fax/copier machines and order toner when necessary
- Perform other duties not listed as required
Communication
- Handle customer complaints and follow up professionally
- Assist customers with the OTR Wash App and the Dirt Cheap App
- Keep supervisor informed of tasks and issues
- Sort and distribute incoming mail
- Prepare outgoing mail and manage meeting room schedules
- Write business letters as needed
- Monitor multiple email inboxes
- Send returned checks to PA office
Customer Service Orientation
- Answer and direct incoming calls
- Assist with amusement park tickets and visitor check-ins
- Process forms and distribute company reports
- Manage uniforms and nametags for employees
- Distribute anniversary cards
- Assist as needed with administrative projects
Developing Talent
- Contribute to team performance and personal skill development
- Share expertise with colleagues
- Participate in training for professional growth and safety
Technical Expertise
- Provide company information to callers
- Maintain knowledge of office equipment and administration procedures
- Stay proficient in necessary software and complete projects efficiently
- Follow safety policies and report incidents as needed
Supervisory Responsibilities
Direct: This position has no direct reports.
Qualifications
(bolded font denotes an essential qualification of the position)
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education: High School diploma or equivalent; Specialized training in
Administration or office procedures
Experience: 1+ years of experience in an administrative role; 3 years of experience in an administrative role or similar experience with customer service in a professional setting
Language Skills: Ability to read, write, speak, and understand English in a manner
that is sufficient for effective communication with groups of managers, clients, customers and the general public
Skills and Abilities:
(May be representative but not all-inclusive of those commonly associated with the position)
- Proficiency with social media platforms and apps
- Ability to perform basic and repetitive tasks following establishing procedures
- Ability to communicate professionally over the phone
- Ability to perform a variety of essential office tasks with precision and consistency, requiring strong organizational skills, attention to detail, and the ability to follow established procedures independently
Technology, Tools, and Equipment:
- Multi-Line Telephone Systems
- Other office related equipment as necessary
(Proficiency with preferred items is not required to meet minimum qualifications, but proficiency must be established to complete essential job functions)
Certifications, Licenses, and/or Registrations:
None
Physical Demands
The physical demands described below are representative of those that must be met by an employee to
successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
See:
Must be able to read computer screens, reports, etc.
Stand/Walk:
Occasional visits to other locations
Sit:
Must be able to perform work at a desk or computer
Touch/Grasp/Feel
Must be able to input electronic data, manipulate paper, use phone system
Talk or Hear:
Must be able to communicate in person and on the telephone
Lifting: Up to 10 pounds:
Working Conditions:
Office Environment
Disclaimer
This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees may be required to follow other job-related instructions and to perform other job-related duties as requested, subject to all applicable state and federal laws. Wallis Companies reserves the
right to make changes to job descriptions as needed with or without notice to affected employees. Certain job functions described herein may be subject to possible modification in accordance with applicable state and federal laws. This job description does not establish a contract for employment.
