Description
Serves visitors by greeting, welcoming, and directing them appropriately. Notifies Agency personnel of visitor’s arrival. Maintains security and telecommunications system. Answers inquiries or referring another to respond.
Reporting RelationshipReports to Manager/AdministratorResponsibilities/
Duties
- Greet visitors with a positive, helpful attitude.
- Monitor waiting room activity to ensure visitor comfort.
- Assist visitors in finding their way around the office.
- Announce visitors, as necessary.
- Answers, forwards, and screens phone calls.
- Helps maintain workplace security by issuing, checking, and collecting Identification badges, as necessary.
- Maintains the Visitor Log.
- Maintains the reception area, mailroom, and conference rooms.
- Prepares meeting and training rooms.
- Assists with a variety of administrative tasks including copying, faxing, taking notes and making travel plans.
- Sorts and distributes mail.
- Manages and develops the office administrative team.
- Provides excellent customer service.
- Schedule appointments.
- Contacts suppliers or business associates upon request.
- Receives or directs general deliveries.
- Coordinates and arranges meetings as directed.
- Ensures all equipment (e.g., fax, machines, copiers, telephones, shredders are maintained).
- Conducts oneself with the highest degree of honesty and integrity in every interaction.
- Communicates and acts in a professional manner at all time.
- Interacts compassionately with visitors and co-workers.
Requirements
- Required Knowledge/Skills/Abilities
- Knowledge of administrative and clerical procedures.
- Knowledge of computers and relevant software applications.
- Knowledge of customer service principles and practices.
- Keyboard skills.
- Ability to work independently.
- Possess excellent interpersonal, coordinating, and organizational skills
- Ability to multiple tasks.
- Possess good communication skills.
- Ability to make independent decisions when circumstances warrant such action.
- Be a supportive team member, contribute to and be an example of teamwork and team concept.
- Ability to deal tactfully with co-workers, visitors, government agencies/personnel, and the general public.
- Possess good time management skills.
Qualifications
- Certificate or associate degree in clerical studies or office assistance preferred
- High school diploma plus on-the-job training may be considered.
- Prior experience as a receptionist in related field preferred.
- Competency in Microsoft applications including Word, Excel, and Outlook.
- Experience with administrative and clerical procedures.
