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Receptionist
1 month ago
Reporting to the Office Manager, the Receptionist will greet, assist, and provide direction and information to clients, visitors and other guests of the organization in the Scottsdale facility. The Receptionist will play a role in facility management at the company's headquarters, requiring an on-site presence to ensure business continuity, vendor management and aiding office visitors.
Job Responsibilities:
Primary Administrative Responsibilities
- Greeting visitors, ensuring guests are comfortable, connected with the right office personnel and in compliance with visitor policies.
- Managing schedules for conference and community spaces.
- Monitoring and ordering inventory for office and break room supplies.
- Answers, screens and directs phone calls to staff; takes messages and schedules appointments.
- Receives mail, documents, packages, and deliveries and delivers or distributes items.
- Performs clerical and administrative tasks to support the Office Manager and acts as a back-up to the Office Manager in his/her absence.
- Provide event management support as requested.
- Collaborate with other administrative staff to ensure seamless office operations.
- Provide hospitality to all guests and create a welcoming environment
- Partnering with the building landlord to ensure upkeep and maintenance within CND's campus office locations.
- Submitting work orders and scheduling repairs for general office space and equipment
- Monitoring the safety and cleanliness of interior and exterior areas, such as offices, breakrooms, conference rooms, parking lots and outdoor recreation spaces.
- Ensuring proper security measures for the workplace, including collaborating with security system vendors and IT.
- Performs other related duties to benefit the mission of the organization.
Clinical Research Support
- Check-in patients, room patients, and promptly notify the Clinical Research team upon patient arrival
- Assist with check-in paperwork
- Fax medical request form to request records
- Check-out patients and schedule follow up visits as appropriate
- Oversee schedule confirmations and follow ups
- Answer the Clinical Research phone, schedule visits and direct calls as appropriate
- Prepare patient exam rooms
- Document and report to the Clinical Research Team scheduling efforts
Knowledge, Skills & Experience:
- Minimum of 5 years' experience working in an administrative role.
- Experience working in a start-up and/or high-growth company preferred.
- Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.
- Ability to function well in a high-paced and at times stressful environment.
- Prior experience managing office facilities, contractors and vendors preferred.
- Excellent written and verbal communication skills, including proper grammar and spelling.
- Ability to maintain confidentiality and exercise discretion when handling sensitive information.
- Detail-oriented with a high level of accuracy in work output.
- Flexibility and adaptability to changing priorities and deadlines.
- Professional demeanor and strong interpersonal skills.
- Ability to work independently with minimal supervision and as part of a team.
- Knowledge of office management systems and procedures.
- Experience with travel coordination and expense management is a plus.
- Comfortable in a patient centered environment
Education, Certifications, and Licensures:
- High school diploma or equivalent required.
Other/Physical Demands:
- Combination of seated and standing work to complete the core functions of the role
- Must be able to lift up to 15 pounds at times.
- The position is based at the Company's Scottsdale, AZ headquarters with an in-office requirement of five (5) days/week.