Receptionist/Administrative Assistant

About the Role:

The Receptionist/Administrative Assistant plays a crucial role in ensuring the smooth and efficient operation of the front office and administrative functions within the organization. This position serves as the first point of contact for visitors and callers, providing a welcoming and professional atmosphere that reflects the company’s values. The role involves managing a variety of administrative tasks, including scheduling appointments, handling correspondence, and maintaining organized records. By supporting multiple departments with clerical duties, the Receptionist/Administrative Assistant helps facilitate communication and workflow across the organization. Ultimately, this position contributes significantly to creating a positive experience for clients, employees, and stakeholders while supporting the overall productivity of the office.

Education & Experience:

• High school diploma or equivalent.
• Proven experience in a receptionist or administrative assistant role.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Excellent verbal and written communication skills, fluent in English.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Familiarity with basic bookkeeping and invoicing procedures.
• Ability to handle confidential information with discretion.
• Previous experience working in a fast-paced office environment.

Preferred Qualifications:

• Notary Public in State of Kentucky
• Fluent in Ukrainian

Responsibilities:

• Greet and assist visitors and clients promptly and courteously, managing the reception area to maintain a professional environment.
• Answer, screen, and forward incoming phone calls while taking accurate messages and providing information as needed.
• Manage scheduling and calendar coordination for meetings, appointments, and conference rooms.
• Perform general clerical duties such as data entry, filing, photocopying, scanning, and preparing documents and reports.
• Coordinate incoming and outgoing mail and packages, ensuring timely distribution and delivery.
• Maintain office supplies inventory and place orders when necessary to ensure uninterrupted office operations.
• Assist with onboarding new employees by preparing necessary documentation and coordinating orientation schedules.
• Support various departments with administrative tasks and special projects as assigned by management.
• Additional duties as assigned

Skills:

The Receptionist/Administrative Assistant utilizes strong communication skills daily to interact professionally with visitors, clients, and team members, ensuring clear and courteous exchanges. Organizational skills are essential for managing schedules, maintaining records, and coordinating multiple tasks efficiently to support office operations. Proficiency in Microsoft Office and other administrative software enables the candidate to prepare documents, manage correspondence, and maintain data accurately. Problem-solving skills help address unexpected issues such as scheduling conflicts or visitor inquiries promptly and effectively. Additionally, discretion and confidentiality are critical when handling sensitive information, contributing to the trust and integrity of the workplace.