Recepcionist

General description

Operates telephone system with multiple lines of communication, answers calls from clients or other departments and transfers them if necessary.

Responsibilities

• Retrieves voicemail messages and sends them to the right person.
• Answers incoming telephone calls, determines the purpose of the calls, and forwards calls to the appropriate staff or department.
• Takes and delivers messages and call transfers from unavailable staff.
• Answers questions about the organization and provides users with addresses and other information.
• Welcomes visitors to the location, determines the nature of business, and announces visitors to appropriate personnel.
• Monitors visitors and provides visitor passes when necessary.
• Update appointments in the calendar.
• Maintains the fax, supports users, sends faxes, and retrieves and routes incoming faxes.
• Receives orders and maintains office equipment.
• Create and print fax cover sheets, notes, correspondence, reports and other documents when needed.
• Performs other administrative tasks as necessary, such as submitting photocopies and collating.
• Other tasks may be assigned.

Requirements

• One year at a University or Technical School, three or six months of training and related experience, or an equivalent combination of education and experience. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of clients or employees of the organization.
• Ability to add and subtract two-digit numbers, multiply and divide by 10 and 100. Ability to perform these operations with units of US money and the measurement of weight, volume and distance.
• Ability to use common sense to carry out details, not included in written or verbal instructions. Ability to deal with problems that arise in some standardized situations.
• To perform this job successfully, the person must have knowledge of the Switchboard program, Internet, Word, Power Point and Outlook.
• Customer service oriented.

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