Front Office Administrative Assistant

2 months ago

West Sacramento, United States Ultimate Staffing Full time

This is a Temp to Hire position paying between $20.00 - $22.00 / hour. Under general supervision, the Front Office Receptionist answers inquiries and provides information to internal and external customers and visitors. This position assists the front office staff by answering and directing telephone calls, greeting visitors, scheduling appointments, responding to customer inquiries, and other administrative duties. The tasks listed below include essential functions and depending on assignment, the employee may perform a combination of some or all of the following duties:

- Answer a high volume of in-coming telephone calls, screen callers, and forward calls, providing information and taking messages.
- Greet persons entering the front office, determine nature and purpose of the visit, and direct or escort visitors to specific destinations.
- Schedule appointments and maintain and update appointment calendars using Microsoft Outlook.
- File and maintain department orders and other records, ensuring proper record retention, and file records in a timely manner.
- Receive payments from customers over the phone and prepare invoices for mailing.
- Provide administrative support to include operating office machines such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers.
- Receive, sort, distribute, or prepare mail, messages, or courier deliveries; travel to the local post office to retrieve company mail.
- Ship UPS, as needed and reconcile UPS shipments for billing department.
- Retrieve, collect and sort through PO Box mail daily.
- Order and maintain company supply inventory.
- Respond to customers and help resolve issues and/or direct customer to proper department.
- Collect, open, and sort through Accounts Receivable letters. Separate checks for A/R for quicker data entry into PDI.
- Support with corporate event planning and guest services, including but not limited to catering orders, party supplies and marketing materials for company evets. Support with company circulation of company swag and gift-cards, if applicable to corporate event.

Skills & Qualifications:
- A High School diploma or Associates degree.
- 2 years of prior clerical or administrative experience.
- Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
- Able to handle multiple tasks in a fast-paced environment and to follow directions, as given.
- Exceptional customer service and organizational skills

Desired Skills and Experience

- A High School diploma or Associates degree.
- 2 years of prior clerical or administrative experience.
- Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
- Able to handle multiple tasks in a fast-paced environment and to follow directions, as given.
- Exceptional customer service and organizational skills

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. To the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.

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