Receptionist

7 days ago

Knoxville, United States Mortgage Investors Group Full time

Job Type

Full-time

Description

POSITION SUMMARY

The Receptionist and Administrative Assistant is responsible for providing the highest level of communications management to both internal and external contacts in a fast-paced environment. In addition, this position is responsible for exceptional customer service and administrative support to the Executive Team, in particular the President and the COO.

ESSENTIAL JOB FUNCTIONS

  • Receptionist:
  • Provide all internal and external communications (visitors, etc.) with the highest and most efficient level of customer service in the most friendly, courteous, welcoming, and helpful way possible.
  • Record, track and direct incoming calls to the appropriate party, follow up after a few seconds to ensure the caller is not left on hold unattended. Forward transcript voicemails to intended parties from overnight and weekends.
  • Train other personnel to ensure there is always a person present with a working knowledge of the phone system as well as to ensure lunch, vacation, and other absence coverage.
  • Assist borrowers or visiting personnel with making copies or other needs as able.
  • Sign for all overnight deliveries, properly sort all incoming mail, packages and other types of deliveries daily and immediately notify recipients of its arrival. Check the outside mailbox twice a week to ensure nothing is left inside.
  • Administrative Assistant:
  • Provide professional administrative support to all corporate personnel (in particular the President and COO) including but not limited to preparing documents, copying documents, and correspondence, both internal and external, as requested.
  • Mail marketing or other materials as directed.
  • Building "Ownership":
  • Turn on all lights on all 3 floors first thing in the morning. The building needs to be bright and welcoming. Report any needed light bulbs to President's Executive Secretary as needed.
  • 1st and 3rd Floors: Ensure the lights are functioning and the trash is secured.
  • 2nd Floor: Prop open doors and ensure the lights are functioning. If the Training Center is to be in use, prop open the door and turn on the lights (check the calendar each day for usage).
  • Other duties as assigned.
Requirements

JOB SPECIFICATIONS

Minimum Education: High School diploma or equivalent.

Minimum Knowledge:
  • Demonstrated high-level customer service, communication and organizational skills.
  • Proficiency in various computer software programs including Microsoft Office (Excel, Word, Outlook), database management and other business applications.
  • Ability to work independently with little or no supervision.
  • Employees are expected to carry out all reasonable requests by managers/supervisors, which the employee can perform.
  • Maintain equipment and supplies to avoid waste, damage to areas and equipment, and to prevent accidents.
  • Maintain confidentiality of employee and company information.
  • Employees must record all hours worked accurately and honestly in the timekeeping system.
Minimum Experience: Minimum of 2 years reception and / or customer service

This job description is designed to provide guidelines and direction for accomplishing company, departmental, and individual goals and objectives. It covers the essential responsibilities and activities involved in the effective execution of this position. It is not meant to be all-encompassing or all-inclusive. All job duties and responsibilities must be performed within the guidelines of the Employee Handbook as well as established policies and procedures.

ANNUAL TRAINING REQUIREMENTS

New hires must complete the following training courses:
  • BSM/AML: The Basics
  • Marketing Compliance
  • Annual Consumer Complaint Attestation
Existing employees must complete the following training courses:
  • BSA and AML: Essentials
  • Annual Sexual Harassment Training
PHYSICAL REQUIREMENTS

Must be able to navigate throughout the building. Must be able to hear and communicate well. Must have good eye-hand coordination and finger movement for use in computer software programs.

ADDITIONAL INFORMATION

Notice: The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.

All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, sexual orientation, gender identity, national origin, protected veteran status, or on the basis of disability.

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