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Receptionist/Secretary
4 months ago
We are seeking a dynamic and organized Receptionist Secretary to join our team located in Westhampton, NY. The ideal candidate will be responsible for managing incoming phone calls, providing excellent customer service, typing contracts, ordering supplies, and handling scheduling duties efficiently.
Key Responsibilities:
Answer and Direct Incoming Phone Calls: Manage a multi-line phone system, route calls to appropriate individuals or departments, and take accurate messages when necessary.
Customer Service: Greet visitors and clients in a professional manner, ensuring their needs are met promptly. Provide information about the organization and its services as required.
Typing of Contracts: Prepare and format contracts and other documents accurately. Proofread for grammar, punctuation, and formatting errors before finalizing.
Ordering of Supplies: Monitor office supply levels and reorder as needed to ensure seamless office operations. Maintain records of expenditures and manage vendor relationships effectively.
Scheduling: Coordinate appointments and meetings for staff members. Manage calendars, arrange meeting rooms, and communicate schedules to relevant parties.
Skills and Qualifications:
- Proven experience as a receptionist or secretary, preferably in a fast-paced environment.
- Excellent communication skills, both verbal and written.
- Strong organizational and multitasking abilities.
- Proficiency in MS Office (Word, Excel, Outlook) and familiarity with office equipment (e.g., printers, scanners).
- Attention to detail and problem-solving skills.
- Ability to maintain confidentiality and handle sensitive information with discretion.
Additional Requirements:
- High school diploma or equivalent; additional certification in Office Management is a plus.
- Prior experience in customer service or administrative roles is preferred.
- Ability to work independently and as part of a team.
Working Conditions:
- Full-time position with regular office hours.
- Occasional overtime may be required during busy periods.
- Professional office environment with opportunities for growth and development.
