Receptionists & Administrative Assistants

4 weeks ago

New York, United States Forrest Solutions Full time

RECEPTIONISTS


Responsible for managing the front desk area of an office or business.

  1. Greeting Visitors and Guests: first point of contact for visitors and guests. Welcome people, provide information, and direct them to the appropriate person or department.
  2. Answering and Directing Calls: Handle incoming calls, route them to the correct individuals or departments, and take messages when necessary.
  3. Managing Front Desk Operations: Maintaining a tidy and organized front desk area, managing the sign-in and sign-out process for visitors, and ensuring a professional and welcoming environment.
  4. Handling Mail and Deliveries: Responsible for sorting and distributing mail, as well as receiving and managing deliveries.
  5. Scheduling Appointments: Schedule appointments for employees or arrange meetings.
  6. Providing Information: Provide general information about the organization, its products or services, and its policies.


ADMINISTRATIVE ASSISTANTS

The role of an Administrative Assistant is to provide administrative support to an organization or a specific department within an organization.

  1. Managing Communication: Handling emails, phone calls, and other forms of communication. This includes taking messages, responding to inquiries, and directing communication to the appropriate parties.
  2. Scheduling and Calendar Management: Coordinating appointments, meetings, and travel arrangements for executives or team members. Managing and updating calendars to ensure effective time management.
  3. Data Entry and Record Keeping: Inputting and maintaining accurate records, databases, and files. This may involve organizing and managing both physical and digital documents.
  4. Office Organization: Keeping the office space organized and ensuring supplies are stocked. This may involve ordering office supplies and coordinating maintenance tasks.
  5. Handling Correspondence: Drafting, editing, and proofreading various documents, including memos, reports, and presentations.
  6. Meeting Support: Arranging and preparing materials for meetings, taking minutes, and ensuring that meeting rooms are set up appropriately.
  7. Assisting with Project Management: Supporting project-based tasks, which may include research, coordination, and collaboration with other team members.

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