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Front Office Administrator

2 months ago

Cambridge, Massachusetts, United States C&W Services Full time

Job Title

The Receptionist, reporting to the Site Account Manager, will be responsible for answering incoming calls, directing calls to appropriate staff, mail distribution and providing additional clerical support. The Receptionist is the first point of contact for the entire organization, which requires a positive attitude and polished, professional appearance. This position will multi-task a variety of front office activities.

Key Responsibilities

  • Welcoming on-site guests, determining the nature of their business, and announcing them to the appropriate personnel.
  • Answering incoming telephone calls, determining the purpose of the callers, and forwarding calls to the appropriate personnel or department.
  • Taking and delivering messages or transferring calls to voicemail when the appropriate personnel are unavailable.
  • Scheduling conference rooms and assisting administrative assistants with clerical duties, including faxing, copying, and organizing/maintaining files.
  • Coordinating with vendors and services they provide.
  • Ensuring the main voicemail reflects office closings, special events, and posting office closed signs.
  • Answering questions about the organization and providing callers with information requested.
  • Receiving and forwarding incoming faxes.
  • Receiving, sorting, and distributing mail.
  • Supporting administrative and special projects requirements, as assigned.
  • Performing other duties as assigned.

Requirements

  • A thorough knowledge of office practice, procedures, and equipment, including filing systems, reception, and telephone techniques, in conjunction with letter and report writing.
  • A working knowledge of activities associated with budget, management, and statistical record-keeping.
  • Competence in computer-based software programs that support this level of work, including word processing, spreadsheets, presentation graphics, and data entry into custom application systems.
  • Skilled in using various standard office machines, including computers, fax machines, copiers, printers, and calculators.
  • Thorough knowledge of proper English usage, grammar, spelling, and punctuation, along with good mathematical skills.
  • The ability to independently perform all duties of the position efficiently and effectively.
  • The ability to perform tasks with speed and accuracy.
  • The ability to communicate fluently both verbally and in writing in English.
  • The ability to read and interpret documents, such as safety rules, operating and maintenance instructions, and procedure manuals.
  • Mathematical skills, including the ability to add, subtract, multiply, and divide, as well as perform these operations using units of American money and weight measurements, volume, and distance.
  • The ability to compute ratio, rate, percentage, and to draw and interpret bar graphs.
  • Proficiency in the usage of database software, internet software, e-mail, and word processing software.
  • The skills to type accurately and proficiently.
  • A polished professional with an outgoing attitude, a team player, and the ability to make guests feel at home.
  • Excellent typing skills (word processing; 50-60 wpm), a high level of proficiency with general office PC applications (i.e., MS Word, MS Excel, MS Access, MS PowerPoint), and comfort with learning new applications as required.
  • Demonstrated excellent organizational, coordinating, and personal interface skills.
  • Proven job diligence, dedication, and attention to detail.
  • A commitment to work overtime on occasion.
  • Comfort and experience interfacing with various levels of staff and management, while working in a fast-paced environment.
  • Familiarity and working knowledge of general office machines (i.e., fax, copier, printers, etc.) required.
  • Demonstrated excellent written and verbal communication skills, including the ability to successfully communicate with the public, other employees, and vendors.