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Position Summary
The Receptionist is the first point of contact for the organization, responsible for providing a professional and welcoming experience for guests, callers, and staff while utilizing a multi-line telephone system. This role offers comprehensive administrative support, primarily assisting the Executive Administrator (CEO’s Executive Assistant), while balancing additional requests from staff. Duties include overseeing office logistics, managing communications, and ensuring the smooth operation of daily office functions. The Receptionist must demonstrate organizational excellence, maintain confidentiality, and strive to have a strong understanding of office operations and departmental functions.
Essential Functions
- Responsible for opening and closing the office, ensuring security by following established procedures, and using an app to lock and unlock designated areas.
- Greet visitors politely, advise appropriate personnel of their arrival, and provide refreshments as needed.
- Answer and screen calls on a multi-line phone system, taking messages or transferring calls as appropriate. Monitor all platforms of communication such as voicemails, emails, and messages regularly.
- Manage all incoming and outgoing mail, including distributing mail, tracking and preparing FedEx packages, and maintaining an accurate log of all received deliveries. Contact courier service when needed.
- Primary point of contact for general office questions and concerns.
- Maintain and schedule conference rooms, including setup for meetings (seating, materials, IT needs, catering), and ensure rooms are refreshed after use.
- Maintain and update various databases, spreadsheets, and reference guides.
- Manage break room and copy room supplies, including inventory, ordering, and fulfillment.
- Partner with HR to update employee phone and address lists as needed.
- Manage faxes and provide staff with confirmation emails.
- Manage various delivery and subscription accounts such as the Newspaper.
- Prioritize assignments from the Executive Administrator while assisting other staff as needed with various tasks/admin duties. Collaborate with the Executive Administrator and Receptionist-Admin regularly.
Other Functions:
- Assist with coordinating, planning, and managing company events, lunches, and staff meetings.
- Assist the Executive Administrator by handling inquiries, tracking projects and order updates, and touching base on their behalf. Serve as a liaison.
- Serve as the point of contact for reporting Work Orders, including maintenance, cleaning, and security concerns for the building. Monitor progress and meet with vendors related to submitted work orders.
- Report technical problems to the IT Department as needed.
- Oversee the cleanliness and organization of the lobby, conference rooms, copy room, and break room, ensuring a polished and professional office environment.
- Troubleshoot issues with various office appliances and equipment, coordinating with appropriate vendors, departments, or through our Work Order System for timely resolution.
- Serve as liaison with Facility Management services for repairs, including cleaning, and security concerns.
- Act as a backup for administrative roles, including assisting the Executive Assistant to the CEO and other Admins, as needed. Assume select EA responsibilities on her behalf as needed, including managing the CEO’s morning routine.
Competencies:
- Customer Service Mindset and excellent communication skills.
- Must maintain a high level of confidentiality and discretion.
- Detail oriented
- Strong Interpersonal and Organizational skills
- Time Management
- Ability to work independently and multi-task.
Technical Skills:
- Knowledge of Polycom/8×8 telephone equipment or equivalent
- Proficient in Word, Excel, Outlook, and other computer software as necessary
- Ability to operate office equipment such as copiers, postage machines, etc.
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