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Front Desk Admin

4 months ago

Norfolk, United States Havtech LLC Full time
The Director of First Impressions is in charge of creating a positive company impression and experience for all customers and guests through the provision of general office support, administrative duties and related tasks. This position is responsible for answering incoming calls, directing calls to appropriate employees and departments, greeting customers and guests, providing customer assistance, performing data entry, distributing mail and faxes, managing general correspondence and maintaining office supplies, as well as additional administrative duties.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES include the following. Other functions may be assigned.
  • Projects a positive, friendly and professional company image.
  • Accurately answers and transfers incoming calls to appropriate employees and departments in a professional and friendly manner.
  • Welcomes and assists all internal and external customers and guests.
  • Responds to in person or electronic inquiries or refers to the appropriate employee or department as necessary.
  • Prepares outgoing mail. Coordinates the pick-up and delivery of express mail services (Fed-Ex, UPS, etc.). Receives, sorts and forwards incoming mail.
  • Ensures that the reception and lobby areas are neat and organized.
  • Assists in the ordering, receiving, stocking and distribution of office supplies.
  • Assists in the development and maintenance of office forms and procedures.
  • Ensures that the Front Desk is covered during business hours and schedules backup coverage when necessary.
  • Maintains the PowerPoint Presentations on the flat screen TV's throughout the office and updates as needed.
  • Participates in special projects as needed and performs additional duties as assigned.

ESSENTIAL SKILLS AND ATTRIBUTES
  • Professional appearance and a positive, poised and cheerful demeanor. Must be outgoing and genuinely enjoy interacting with people at all levels in a professional manner.
  • Outstanding phone etiquette and capacity to provide exceptional customer service at all times.
  • Excellent interpersonal, written and verbal communication skills.
  • Sensible, detail oriented, proactive and a team player.
  • Strong organizational skills and the ability to prioritize multiple competing demands.
  • Enthusiastic and committed to job responsibilities as well as the company's missions and values.

QUALIFICATIONS
  • Bachelor's degree or 1 year of related equivalent experience.
  • Experience utilizing standard office equipment (printers, copiers, faxes, scanners, etc.)
  • Experience with shipping via Fed-Ex, UPS, and USPS preferred, but not required.
  • Knowledge of Mitel VOIP phone system preferred, but not required.
  • Must have a working knowledge of Microsoft Office (Outlook, Excel, Word, and PowerPoint), Web-enabled applications and database software and intermediate level experience with Excel.
  • Ability to lift approximately 15-20 lbs.
  • Available to work in office, 8:00am-5:00pm, Monday through Thursday and 8:00am-4:00pm, Fridays. (Punctuality and timeliness is a must)

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is frequently required to stand and walk. The employee must regularly lift and/or move up to 10 pounds and frequently lift and/or move up to 25 pounds.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment varies.

DECLARATION

Human Resources retains the sole right and discretion to make changes to this job description. Any employee making changes unauthorized by the President or Human Resources will be subject to disciplinary action up to and including termination.