What are the responsibilities and job description for the Telephone Operator I / Receptionist position at LinQ Global Group?
Job Title: Telephone Operator I / Receptionist
Location: Westfield, MA, 01085
Duration: 3 Months
Work Type: Onsite
Experience Required: 2–3 years
Primary Skills: Reception, Telephone Switchboard Operations
Position Summary
The Telephone Operator I / Receptionist serves as the first point of contact for visitors and callers. This role is responsible for greeting and directing visitors, operating telephone switchboard systems, managing incoming and outgoing calls, logging visitor and call information, responding to emergencies, and performing general administrative and clerical support duties. The position requires strong communication skills, attention to detail, and the ability to handle confidential information with discretion.
Key Responsibilities
Front Desk & Visitor Services
- Greet visitors in a professional and courteous manner and escort them as needed.
- Log visitor entry and exit information accurately in computer systems.
- Provide general information to visitors regarding office operations, rules, and procedures.
- Respond to inquiries, listen to concerns, and direct visitors appropriately.
Telephone & Communication Operations
- Operate corded or cordless telephone switchboard systems.
- Receive, screen, route, and log incoming calls accurately.
- Take messages and refer calls to appropriate individuals or departments.
- Place outgoing calls on behalf of supervisors or staff and maintain call logs.
- Provide callers with correct phone numbers, dialing instructions, and related information.
Emergency Response
- Receive emergency calls and promptly dispatch emergency personnel as required.
- Remain calm and make quick, accurate decisions during emergency situations.
Administrative & Clerical Support
- Maintain files, records, logs, schedules, and time sheets.
- Sort and distribute mail.
- Update directories and reference materials.
- Operate radio transmitting and receiving equipment and maintain message logs when required.
- Perform other related administrative duties as assigned.
Required Qualifications (Knowledge, Skills & Abilities)
- Ability to understand, explain, and apply laws, rules, policies, and procedures relevant to assigned duties.
- Ability to read, write, and comprehend English effectively.
- Ability to operate corded and cordless switchboard equipment.
- Clear and professional verbal communication skills.
- Strong interpersonal skills with the ability to deal tactfully with others.
- Ability to obtain and verify information through effective questioning.
- Ability to make sound decisions and act quickly in emergency situations.
- Accuracy in working with names, numbers, codes, and symbols.
- Ability to maintain accurate records and logs.
- Ability to follow oral and written instructions.
- Ability to work independently and maintain positive working relationships.
- Ability to exercise discretion and maintain confidentiality.
Qualifications Acquired on the Job
- Knowledge of organizational laws, rules, policies, and procedures.
- Knowledge of standard telephone and communication system procedures.
- Knowledge of proper telephone etiquette and call-handling practices.
- Knowledge of organizational forms, records, and documentation processes.
- Knowledge and skill in operating radio consoles and telephone communication systems.
- Proficiency in using corded and cordless switchboard equipment.