Front Desk Administrator

4 weeks ago

Minneapolis, United States Serenity Recovery Homes Full time
Job DescriptionJob DescriptionSalary: 19/Hr

Primary Responsibilities:

  • Clients visiting our office and/or contacting the Company by telephone will enjoy an outstanding customer service/hospitality experience via the Administrative Assistant’s positive, professional, and high level of personal service.
  • Accounting, Payroll, Tax and Sales employees will receive pro-active administrative and clerical support marked by a high level of personal service, outstanding accuracy, attention to detail, and thoughtfulness.
  • You will maintain an exceptionally clean, efficient, well-stocked, and functional business environment for clients and staff

Work Duties:

Customer Service:

  • Provide a high level of personal service/professionalism to customers in all interactions
  • Answer, screen, and direct incoming telephone calls for the office by the second ring.
  • Greet and direct all customers and visitors to the office with a welcoming, warm, friendly and helpful approach
  • Assist with customer service or other administrative purposes as directed
  • Coordinate and prepare annual engagement letters using Practice CS
  • Coordinate and assist in preparation and mailing of annual tax organizers
  • Coordinate and assist in the purchase and mailing of annual holiday cards & gifts to clients

Staff Support:

  • Provide exceptionally accurate administrative/clerical assistance as requested in a positive, prompt, and thoughtful manner
  • Proactively monitor and resolve administrative issues and inquiries in a manner marked by exceptional thoughtfulness, proactive support, and positive attitude.

Office Infrastructure:

  • Proactively monitor and maintain appropriate functionality of all office infrastructure
  • Maintain reception area, hallways, conference rooms, kitchen and common areas in an extremely clean and organized manner at all times
  • Maintain hard copy and electronic filing systems daily
  • Keep personal and business file cabinets alphabetized and organized.
  • Proactively monitor, maintain, order and stock office and kitchen supplies in a timely manner
  • Monitor office equipment and fill/ order supplies as needed including payroll supplies
  • Change towels and toilet paper as needed in the bathrooms.
  • Water plants at entrance of the building during the summer months
  • Shovel entrance to building during snow accumulations.
  • Coordinate maintenance of office equipment including all printers
  • Monitor problems/potential problems with office infrastructure and keep staff informed of status
  • Communicate with landlord regarding general office maintenance requirements
  • Take time sensitive mail to the post office as needed and normal outgoing mail to post office at the end of the day

General/Other:

  • Documenting the duties of this position in SOPs (Standard Operating Procedures) and assist in getting those SOPs published.
  • Follow administrative procedures as detailed in company SOP’s relating to this position
  • Provide friendly, clear and concise verbal and written communication in a timely manner
  • Seek out ways to be of outstanding service to staff and customers even when no service has been requested
  • Manage multiple tasks and prioritize projects
  • General administrative duties including copying, scanning, faxing, printing and mailing
  • Open, sort, and distribute incoming mail and correspondence timely and accurately
  • Draft correspondence as directed
  • Coordinate, prepare, mail, and file customer invoices and statements as required

Position-Specific Standards:

  • Communicate daily with the Owners and/or Firm Administrator to keep them apprised of progress on daily work, challenges encountered, and other issues as needed.
  • Communicate immediately with Managers or Owners as needed regarding any customer or employee complaints or customer relations issues you encounter.

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