Receptionist

Posted by admin in Jobs on November 30, 2011

JOB DESCRIPTION
ESSENTIAL FUNCTIONS:

  • Maintain complete knowledge of and comply with all departmental policies/service procedures/standards
  • Maintain complete knowledge of correct maintenance and use of equipment. Use equipment only as intended
  • Anticipate guests’ needs, respond promptly and acknowledge all guests, however busy and whatever time of day
  • Maintain positive guest relations at all times
  • Monitor and maintain cleanliness, sanitation and organization of assigned work areas, including the watering of live plant features, assigned ancillary rooms and kitchen including running dishwasher and coffee maker
  • Maintain knowledge of all Company services/features and hours of operation
  • Maintain complete knowledge in the use of all office equipment, computer and manual systems
  • Access all functions of computer
  • Set up workstation with necessary supplies and resource materials; maintain cleanliness throughout shift
  • Order office supplies
  • Complete banking assignments as given
  • Complete supply requisitions (i.e. meeting supplies, sodas/water, etc.) and submits to manager; stock all office supplies upon receipt
  • Answer telephone within 3 rings, using correct salutations and telephone etiquette
  • Handle inquiry calls according to departmental procedures. Qualify requests by obtaining pertinent information required and transfer caller and information to a Manager
  • Record messages legibly and completely; ensure proper distribution of messages
  • Make telephone calls to specified individuals as requested by Managers
  • Greet all individuals arriving at offices courteously and assist with their needs. Contact Managers and inform of client arrivals
  • Document and maintain appointment calendar for all Managers
  • Establish and maintain filing system procedures; prepare new client files
  • Process requests for overnight mail and other delivery/messenger services
  • Prepare and send faxes; receive and distribute faxes to appropriate personnel
  • Make photocopies and process as specified
  • Attend designated meetings, take minutes, transcribe and distribute
  • Coordinate service repairs for office equipment, ensuring minimal costs
  • Maintain confidentiality and security of specified information, correspondence, reports and files
  • Assemble collateral for applicants and new hires

ESSENTIAL REQUIREMENTS
QUALIFICATIONS/ EXPERIENCE/ KNOWLEDGE:

  • High school graduate
  • 4 + years executive administrative experience
  • Fluency in English both verbal and non-verbal
  • Provide legible communication
  • Compute basic mathematical calculations
  • Perform job functions with attention to detail, speed and accuracy
  • Prioritize and organize
  • Take shorthand or speedwriting
  • Transcribe letters using a word processor
  • Type 40 wpm accurately
  • Be a clear thinker, remaining calm and resolving problems using good judgment
  • Follow directions thoroughly
  • Understand guest’s service needs
  • Work cohesively with co-workers as part of a team
  • Work with minimal supervision
  • Maintain confidentiality of customer information and pertinent organizational data

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SKILLS, ABILITIES AND MUST HAVES:

  • Multi-task
  • Meet deadlines
  • Quickly synthesize and comprehend complex or diverse information with a strong sense of urgency and follow through in addressing issues
  • Skilled in the Microsoft Office Suite is a must
  • Strong guest service skills
  • Familiarity with preparing statistical reports
  • Superior communication skills
  •  “Get it done” work ethic
  • Ability to travel as needed
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COMPENSATION:

  • DOE
  • Health Benefits
  • Vacation Pay
  • Expense Reimbursement
  • Other company perks

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RESPONSES:

  • Please include all references
  • Please submit a 1-2 pages cover letter at the time of resume submission explaining your expertise