Front Desk/Administrative Assistant

3 weeks ago

Richmond, United States Havtech LLC Full time
SUMMARY
Here at Havtech/ACES, we refer to our front desk employees as the Director of First Impressions. In this role, you will be responsible for creating a professional and welcoming experience for all employees, customers, and guests as they arrive. This position will support the office and it's employees by providing administrative support and related tasks. You will be responsible for answering incoming calls, directing calls to appropriate employees and departments, greeting customers and guests, providing customer assistance, performing data entry and maintaining Excel spreadsheets, distributing mail and faxes, managing general correspondence, maintaining office supplies, and various administrative tasks.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES include the following. Other functions may be assigned.
  • Maintains a professional and welcoming demeanor to all those arriving to the office.
  • 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 online inquiries, or refers/forwards them 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.
  • Responsible for maintaining the reception and lobby areas - ensuring they are organized and clean.
  • 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 them when needed.
  • Participates in special projects and performs additional duties as assigned.

ESSENTIAL SKILLS AND ATTRIBUTES
  • Must maintain a business professional appearance and a positive and outgoing demeanor. Must genuinely enjoy interacting with people at all levels in a professional manner.
  • Excellent phone and email etiquette.
  • Excellent interpersonal, written, and verbal communication skills.
  • Ability to always provide exceptional customer service.
  • Strong time management, organization, and follow up skills required.
  • The ability to prioritize multiple competing demands and communicate to stakeholders appropriately.
  • Commitment to job responsibilities and the company's missions and values.

QUALIFICATIONS
  • Bachelor's degree or 1 year of related office experience.
  • 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.
  • 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.
  • Ability to occasionally lift approximately 15-20 lbs.
  • Available to work on-site, 8:00am-5:00pm, Monday through Thursday and 8:00am-4:00p.m. 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.

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