Front Desk Receptionist

Exemption Status:

Non-Exempt (Hourly)

Reports To:

Office Manager

Job Purpose and Summary

The Receptionist, or Front Desk Receptionist, is responsible for performing clerical tasks within the WMG office to support its daily operations. Their duties include answering and directing incoming phone calls, receiving, sorting and delivering mail to employees, and coordinating and greeting visitors when they arrive for meetings with staff.

Essential Duties and Responsibilities

The Receptionist’s primary role is to operate a multi-line switchboard for Warren Management-redirecting incoming calls to the appropriate party or to a voice mailbox.

The Receptionist’s secondary role is to receive notifications from the building receptionist regarding visitors' arrival and either notify the party with whom the visitor has an appointment or greet and escort the visitor to the WMG office.

Other duties of this role include:

• Receive packages and deliver to the recipient;
• Handle all incoming and outgoing U.S. Mail. Sort incoming mail and deliver mail to each staff member. All outgoing mail shall be charged to clients accordingly. At the end of the month, the monthly report for billing purposes shall be printed, reconciled, and provided to Accounting;
• Manage the scheduling of the WMG front conference room and the classroom, checking the room prior to each scheduled use and afterward to ensure that the room is in proper order;
• Prepare directional signage to assist guests attending meetings at WMG’s office;
• Maintain current client/manager/MTA lists, phone list, and Association street codes;
• Maintain and complete end-of-month chargeback reports for accounting;
• Write and send thank you notes to vendors who bring Christmas gifts;
• Assist team members with administrative-type duties that can be accomplished despite frequent interruptions without compromising the effectiveness of the work product;
• Assist WMG’s Records Manager with the ongoing client record conversion project by scanning, naming and saving those documents in the appropriate electronic location on the WMG recordkeeping platform;
• Other duties as assigned.

Supervisory Duties

None.

Knowledge, Skills, and Ability

• Must possess personal values which align with those of the Company: Transparency, Teamwork, Education, Communication, Ethics;
• Can follow written and oral instructions and work with limited supervision;
• Proficient typing skills with a minimum of 40 words per minute;
• Ability to maintain a strict level of confidentiality;
• Use of proper spoken and written communication of the English language, including spelling, grammar, and punctuation;
• Be detail-oriented;
• Possess a robust knowledge of operating a personal computer, the Microsoft Windows operating system, and Microsoft Office programs (namely: Word, Excel, PowerPoint, and Outlook);
• Rely upon instructions and pre-established guidelines to perform the job functions.

Education or Formal Training

• Minimum of a high school diploma or equivalent.
• Previous receptionist experience is preferred.

Work Environment

• This position operates in a professional office setting with the usage of standard office equipment.
• Work is performed indoors nearly 100% of the time.
• The noise level of the work environment is usually moderate.

Physical Demands

• The physical demands described here represent those which must be met by an employee to perform the essential duties of this job successfully.
• Most of this position is performed while sitting; however, on occasion, duties may require walking minimal distances of less than ½ miles, lifting items 15 to 20 pounds, and pushing items 40 pounds.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties of the job. Requests for consideration of reasonable accommodation should be addressed with Human Resources.

Note: This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with this job. This job description may also be amended or modified from time to time.

Benefits

Benefits for this position include:

• Paid Time Off (PTO)
• Eight (8) paid holidays
• Bereavement pay
• Health, vision, and dental insurance options
• Auxiliary plans to include short-term and long-term viability
• Flexible spending account
• Life Insurance
• Matching 401(k)
• Gym/workout facility