Receptionist

Individual responsible for managing company’s front desk and lobby area. Responsibilities include greeting and directing all visitors, including vendors, clients, and customers, as well as handling all incoming calls. Places orders and coordinates delivery of daily lunches for the office. Schedules and coordinates meetings, makes travel arrangements. Handles special administrative projects, as well as overflow work from other departments. Sorts and distributes mail. Processes expense reports and company credit card transactions. Other responsibilities include performing basic general office tasks.

Key Responsibilities:

Front Desk Coordination

o Answer, route calls and take messages as appropriate

o Welcome and coordinate needs of visitors

o Schedule, prepare and manage conference room reservation requests

o Coordinate meeting requirements with IT, attendees (i.e. guests, lunches, etc.)

o Make travel arrangements

o Keep all common areas neat and orderly

o Collect, open and distribute mail and packages

o Processing of Fedex, UPS and USPS mailings

Facilities

o Stock and straighten pantry room and copy room

o Order and track office supplies and pantry supplies

o Assist in facilities related issues and maintenance

o Update and maintain order lists of recurring items

o Assist in coordinating with IT/phone vendor

Administrative

o Schedule, coordinate meetings and team calendars

o Order and coordinate daily lunches for the office

o Assist in AP process

o Process employees’ expense reports including reimbursable out of pocket expenses as well as company credit card transactions

o General admin support

o Ad hoc projects as needed

Experience / Knowledge:
Essential
♦ High school diploma
♦ Minimum of 3 years of experience in similar position
♦ Knowledge of customer service practices
♦ Knowledge of administrative and clerical procedures
♦ Proficient in Microsoft Word, Excel, Outlook

Key Competencies:
♦ Excellent verbal and written communications skills
♦ Bilingual English & Spanish (preferable but not required)
♦ Ability to prioritize and multitask
♦ Ability to work both in teams and independently
♦ Superior attention to detail and the ability to independently manage multiple projects in an accurate and timely manner is essential
♦ Excellent interpersonal skills
♦ Strong written and oral communication skills

Personal Attributes:
Essential
♦ Highly proactive and self-motivated
♦ Professional appearance and demeanor
♦ Strong organizational skills
♦ Affable personality
♦ Courteous and well mannered
♦ Reliable
♦ Ability to work under pressure at times