Front Office Administrator
2 weeks ago
FRONT DESK ADMINISTRATOR JOB DESCRIPTION:
The Front Desk Administrator role will enhance staff effectiveness by providing information management support and serving as a liaison for the team to external parties. The Front Desk Administrator will report directly to the Director of Business Administration. Responsibilities will include answering phones, managing calendars, making travel arrangements, scheduling meetings and events, preparing reports and financial data, and customer relations.
Job Responsibilities and Essential Functions
Welcoming guests by greeting them, in person or on the telephone; answering or directing inquires.
Providing customer service over phone and email.
Maintain a tidy and organized reception and office space.
Assist with scheduling appointments and meetings.
Coordinate travel arrangements and accommodations for staff, such as onsite visits and conferences
Collaborate with the leadership team on planning for various meetings, conventions, and events.
Maintain, and update visitor logs and ensure accurate data entry.
Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
Assisting with company documentation formatting and finalization prior to publishing.
Manage incoming and outgoing mail and packages.
Maintaining office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, evaluating new office products, placing, and expediting orders for supplies, verifying receipt of supplies.
Ability to work well with all levelsof internal management and staff, as well as outside clients and vendors.
Utilizing all information systems, including but not limited to: Microsoft Office applications, Adobe Acrobat, and additional systems as needed.
Ensuring operation of office equipment and working with vendors to resolve issues.
Maintain electronic and physical filing systems.
Assist with data entry and record-keeping tasks.
Adhere to the policies, procedures, and regulations that govern our operations.
Provide administrative support to executives and managers, as required.
Assist with special projects and initiatives as assigned.
Required Qualifications
To perform this job successfully, an individual must be able to satisfactorily perform each essential duty. The requirements listed below are representative of the knowledge, skill, and/ or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
High school diploma required.
Proficient Computer Skills: Familiarity with office software (e.g., Microsoft Office Suite products & Adobe Acrobat) and experience with office equipment (e.g., printers, copiers).
Strong verbal and written communication skills.
Exceptional skills in the following:
Organization: Ability to maintain an organized workspace, manage files, and keep track of appointments and schedules.
Time management: Skilled in prioritizing tasks to handle multiple responsibilities while maintaining a smooth workflow.
Effective communication skills: Ability to clearly convey information, listen actively, and engage with clients and colleagues effectively.
Must possess strong customer service and leadership skills, including high skillsets in the following: self-awareness, organization, relationship-building, empowering others, presenting yourself as constant and consistent, and serving as role model for others within the team and organization. Strong focus on providing exceptional service to clients and visitors, including handling inquiries and resolving issues.
Additional required skillsets:
Adaptability: Flexibility to adjust to changing situations and handle unexpected challenges with ease.
Attention to Detail: Ability to notice and manage small details, which is crucial for maintaining accuracy in administrative tasks.
Multi-tasking: Capacity to handle multiple tasks simultaneously without compromising quality or efficiency.
Problem-solving skills: Capacity to address issues or concerns quickly and efficiently, often on the spot, and develop practical solutions.
Interpersonal Skills: Strong ability to build rapport and maintain positive relationships with diverse individuals.
Professionalism: Maintaining a courteous and respectful demeanor, reflecting the company's values and standards.
Teamwork: Willingness to collaborate with others and support team efforts to achieve common goals.
Emotional Intelligence: Understanding and managing one’s emotions and the emotions of others to enhance communication and relationships.
Physical Requirements and Screenings
Physical Demands: The physical demands described here are representative of those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
This role requires a physical presence at our Lee's Summit, Missouri, location. The employee is expected to be on-site during regular business hours.
Must be able to lift and carry 20 pounds.
While performing the duties of this job, the employee is regularly required to sit and talk or hear.
The employee is frequently required to stand, walk, use hands or fingers to handle, or feel and reach with hands and arms.
Specific vision abilities required by this job include close vision and ability to adjust focus.
Mathematical skills: Ability to solve simple math problems and analyze numbers as they relate to necessary job functions.
Reasoning Ability: Ability to define problems, collect data, establish facts, and draw valid conclusions.
Background and professional reference screenings are required.
Travel and Work Location
In-office during regular business hours to allow for the highest level of collaboration with other departments.
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