25-396.B - Receptionist

Performs initial contact work with clients and visitors by receiving callers either in person, at the office, or on the telephone, determining the nature of visitor/caller's business, and directing callers to the appropriate destination. As assigned, accurately produces information by formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.

Essential Job Responsibilities:

• Welcomes visitors to the company by greeting them, either in person or on the phone, and answers or refers all inquiries.
• Answers the company’s main switchboard/telephone console and directs callers to appropriate employee for assistance.
• Provide clear instructions to guide visitors to appropriate company personnel and assist with directing employees and guest to correct meeting rooms efficiently.
• Obtains caller's name and confirms appointment with person being called upon.
• Uses telephone console to collect incoming messages, document messages, and distribute messages to the appropriate employee.
• Provide administrative support to all team members including drafting memos, correspondence, reports, and other documents as assigned by Office Manager.
• Analyzes and adjusts work procedures for maximum efficiency and to meet the needs of the company.
• Maintains security by following procedures and assisting with visitor registration.
• Maintains safe and clean reception area by complying with procedure, rules, and regulations.
• Answers basic inquiries about the company.
• Receives, manages, and processes work order requests; ensures problems are resolved quickly.
• Acts as company Fire Warden and Basic First-Aid, CPR, and Automatic External Defibrillator (AED) administrator.
• Adheres to the company’s values – integrity, ownership, urgency, alignment, and improvement.
• Supports company vision and mission.
• Adheres to established work schedule, attendance standards and is punctual to work and meetings.

Other Job Responsibilities:

• Maintains employee confidence and protects corporate assets, including intellectual property, by keeping information confidential.
• Maintains a pro-active approach to solving problems and achieving goals.
• Other duties as assigned by management.

Qualifications:

• One (1) year experience in general office services and/or reception work.
• Ability to obtain certification as Fire Warden, Basic First-Aid, CPR, and Automatic External Defibrillator (AED) administrator.
• Ability to establish and maintain effective working relationships with employees, supervisors, other departments, officials, and the public.
• Ability to work independently and complete multiple, diverse tasks of differing priorities without close supervision.
• Ability to remain calm and composed when faced with various personalities, customer complaints, and awkward situations with customers.
• Ability to perform tasks and achieve results with a high degree of accuracy and precision.
• Ability to anticipate approaching problems and establish strategic plans for future success.
• Ability to demonstrate strong skills in using correct grammar and punctuation.
• Ability to demonstrate strong proofreading and editing skills.
• Basic knowledge of reception and office services duties.
• Exceptional speaking voice with clear pronunciation of the English language.
• Intermediate knowledge in the use and application of the following software: Microsoft Office Suite (Excel, Word, Outlook, PowerPoint)

Education Requirements:

• Graduation from a high school or GED equivalent with some course work in general office practices.

Certifications, Licenses, Registrations:

• Maintains certification as company Fire Warden, Basic First-Aid, CPR, and Automatic External Defibrillator (AED) Administrator.