Admin Assist / Receptionist

About the Role:

The Admin Assist / Receptionist plays a crucial role in ensuring the smooth operation of our office environment. This position is responsible for managing front desk activities, including greeting visitors, answering phone calls, and directing inquiries to the appropriate personnel. The successful candidate will also handle administrative tasks outlined below. By providing exceptional customer service and organizational support, this role contributes significantly to the overall efficiency and professionalism of our organization. Ultimately, the Admin Assist / Receptionist serves as the first point of contact for clients and visitors, making a lasting impression that reflects our company values.

Minimum Qualifications:

• High school diploma or equivalent.
• Excellent at making people feel welcomed
• Proven experience in a receptionist or administrative role.
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Proficiency in following verbal and written instructions for varying tasks
• Ability to multitask and prioritize effectively in a fast-paced environment.

Responsibilities:

• Greet and assist visitors in a friendly and professional manner.
• Prepare welcome signs for anticipated customer visits.
• Ensure all visitors review and sign a guest information pamphlet and provide them with necessary safety gear.
• Answer and direct incoming phone calls, taking messages when necessary.
• Perform general administrative tasks, including filing, data entry, and document preparation.
  • Accurately enter temporary labor time worked.
  • Scan job cards and enter into production system.
  • Prepare UPS & Fedex shipments for pickup as needed.
  • Balance production hours worked in Amtech software daily.
  • Maintain kitchenette supplies and ensure it remains orderly.
  • Assist with office supply management and inventory control.

Skills:

The required skills for this position, such as strong communication and organizational abilities, are essential for effectively managing the front desk and ensuring a welcoming atmosphere. Proficiency in Microsoft Office Suite allows the candidate to efficiently handle administrative tasks, from creating documents to managing spreadsheets. The ability to multitask is crucial, as the Admin Assist / Receptionist will often juggle phone calls, visitor inquiries, and administrative duties simultaneously. Preferred skills, such as familiarity with office management software, enhance the candidate's ability to streamline processes and improve office efficiency. Overall, a combination of these skills will enable the successful candidate to contribute positively to the team's productivity and the company's reputation.