Receptionist/Administrative Assistant

RECEPTIONIST/ADMINISTRATIVE ASSISTANT

SUMMARY

This position is accountable to provide excellent customer service to multiple companies. Will provide high level of customer service through means of phone, email, and personal representation. This position will also provide a variety of administrative functions to multiple people. Ultimately, this position's duties and responsibilities are to ensure the front desk welcomes guests positively, and executes all administrative tasks to the highest quality standards.

Time commitment would consist of: Monday – Friday 8:00 am – 5:00 pm with 1 hour lunch. Summer hours run from Memorial Day to Labor Day where the office closes at 2:00 pm on Friday. It is your responsibility to adjust your hours to make up for that time.

ESSENTIAL DUTIES & RESPONSIBILITIES

You will be the first point of contact for all companies operating out of our office building. Your duties would include offering administrative support across the organization. You will welcome guests and greet people who visit the business. You will also coordinate front-desk activities, including distributing correspondence and redirecting phone calls.

To be successful in this role, you should have a pleasant personality, be able to handle tasks and directions in a timely and effective manner, all while streamlining office operations and be able to multi-task. Having good stress management skills are essential for this position.

Responsibilities include, but are not limited to...

• Greet and welcome guests as soon as they arrive at the office
• Direct visitors to the appropriate person and office
• Answer, screen, forward, and take messages on incoming phone calls
• Ensure reception area and waiting area are tidy and presentable
• Provide basic and accurate information in-person, and via phone/email
• Receive, sort and distribute daily mail/deliveries
• Order office supplies and keep inventory of stock
• Will assist with ordering company apparel
• Update calendars and schedules meetings
• Arrange travel and accommodations
• Perform clerical duties such as filing and photocopying
• Responsible for planning holiday events, and summer picnic
• Create and obtain overweight/over-dimensional permits
• Responsible for employee key fob assignments and tracking
• Responsible for office security, including door lock schedule, camera monitoring, and ensuring office is locked up on holidays/days closed.
• Keep record of all certificate of liability, workman's comp, and W-9s for all companies we work with, along with obtaining new ones when expired.
• Update social media, manage & maintain company website(s)

ORGANIZATIONAL RELATIONSHIP

This position works closely with the Office Manager, along with all other positions across all companies.

External Relationships: Frequent contact with owners, clients, contractors, vendors/suppliers, and representatives of other businesses, and members of the community.

Internal Relationships: Contact within the departments of all companies

ESSENTIAL SKILLS, ABILITIES, KNOWLEDGE AND EXPERIENCE

Must have strong administrative support and relationship skills, pleasant phone voice and polished customer service skills. Office skills including data entry and letter correspondence. Computer literacy is required, indexing and categorizing skills would be beneficial.

Strong written and verbal communications skills. Ability to understand and carry out industry specific written and oral direction. Positive, innovative approach to problem solving. Presents ideas in a clear, concise, understandable, and organized manner, negotiate, persuade, and modify opinion in order to reach the goals/objectives of the organization.

Ability to work independently when need be and as a team member. Ability to relate well with others. Ability to work in an organized, efficient manner with a high level of accuracy, attention to detail, and follow-through.

Ability to exercise judgement and discretion is critical to success. Must be professional at setting priorities and coping with competing demands.

Excellent time-management and general organizational skills.

Must be professional in appearance and dress.