Overview

Overview - Full Time OpportunityThis position is responsible for representing the organization professionally by answering incoming calls, properly routing them, taking messages, assisting customers with information, and greeting visitors.

This role will pay a salary of $18 to $20.

For FT roles: Benefits: Health, Dental and Vision insurance, 401(k) savings plan, 401(k) matching, and paid time off (vacation days, sick days, and 11 holidays).

Responsibilities

Receive Visitors

• Maintain a supply of event lists for walk-up clients and/or phone calls to send by mail.
• Greet persons entering establishment, determine nature and purpose of visit, and direct or escort them to specific destinations.

• Determine visitor needs in a professional manner
• Direct visitors to appropriate department manager
• Offer refreshments to visitors where appropriate
• Ensure staff back up when absent from reception desk

Answer Phone Calls

• Operate multi-line telephone switchboard to answer, screen and forward calls, provide information regarding events, takes messages and schedules appointments.
• Answer and address incoming phone calls in a timely and polite manner
• Clearly determine the purpose of the call
• Deal with queries and provide correct information
• Forward incoming calls to appropriate staff person
• Take and deliver messages accurately and completely
• On a weekly basis, updates the automated telephone answering recording with upcoming events information.
• Provide event information as requested such as ticket pricing, event times, parking instructions, directions, area information, restaurant options, etc.

Manage Mail

• Collect, sort, distribute and prepare mail, messages and courier deliveries.
• Prepare outgoing mail for pick-up or courier
• Organize courier deliveries

Monitor Administrative area

• Monitor people coming and going through the reception doors
• Issue visitor passes where required

• Be aware of and report suspicious activity
• Keep reception area clean and neat
• Maintain and organize reading material in lobby area

• Review meeting room schedules for food function set up.
• Schedule appointments and maintain and update appointment calendars.
• Maintain front office in orderly condition.
• Create purchase orders and submit them for payment.
• Log all incoming checks from clients.
• Performs other clerical duties as needed, such as filing, typing, photocopying, and collating.
• Performs other duties as assigned.

Financial

• Assist finance department with Accounts payable and receivables
• Basic bookkeeping duties

Clerical

• Photocopy, Fax/Scan documents
• File documents accurately
• Maintain equipment and report any malfunctions

• Prepare correspondence and documents as needed for department managers
• Update databases as requested
• Prepare and maintain spreadsheets
• Schedule and follow up on appointments

Qualifications

Personal Presentation

• Maintain a neat and well-groomed appearance
• Maintain an attentive posture
• Respond professionally to visitors and callers

Company Representation

• Maintain confidentiality and show discretion
• Adhere to company policies and procedures

• Represent organization in an ethical and professional manner
• Maintain a complete knowledge of organizational structure, personnel names and titles
• Remain calm under pressure
• Must have interpersonal skills, with the ability to resolve situations with limited incident.
• Must be flexible and be able to adjust to changing conditions and circumstances.
• Must demonstrate a positive attitude and cooperate with staff.

Communication skills

• Excellent Customer Service skills
• Verbal and written communication skills to interact clearly with customers, vendors and other employees
• Organization skills to keep accurate records and find important information quickly

• Write well using correct grammar and spelling
• Communicate verbally with confidence and clarity
• Ask effective questions and Listen actively and respond with empathy
• Follow instructions properly
• Understand and respond to non-verbal signals
• Visibility of work requires attention to detail and excellent organization skills.
• Must be a self-starter; be self-motivated, and able to multi task.

Customer Service Orientation

• Clarify customer needs
• Provide solutions and support to the customer using in-depth knowledge of company products and services
• Deal effectively with difficult customers

• Patience, understanding and listening skills to respond appropriate and interact positively with upset customers
• Interpersonal skills to create a pleasant experience for all customers, such as being personable and attentive
• Must be able to lift up to 40 lbs.

Computer Skills

• MS Word, Outlook, Excel
• Internet/Intranet
• Accurate typing skills

Work Management

• Set priorities, plan and organize tasks
• Schedule activities accurately

• Find and use resources effectively
• Pay attention to detail
• Complete tasks on time