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Receptionist and Administrative Support Specialist
2 months ago
We are seeking a meticulous and organized individual to fill the role of Receptionist and Administrative Support Specialist. The ideal candidate will possess a positive attitude and a friendly demeanor, demonstrating the ability to work efficiently in a fast-paced environment. This position requires both independent and collaborative work skills, along with the capacity to manage stress effectively and handle multiple tasks simultaneously.
Key Responsibilities
- Deliver professional and compassionate service to all clients, ensuring their needs are met.
- Respond to inquiries and provide requested information through various communication channels, including phone, email, and written correspondence.
- Manage incoming calls and address customer voicemails and emails promptly.
- Ensure 100% accuracy in all tasks, particularly in data entry into automated systems.
- Process orders received through multiple platforms, including web, voicemail, fax, and email.
- Prepare packing slips for customer order shipments and manage third-party shipping logistics.
- Exhibit proficiency in computer applications, particularly in Microsoft Office Suite (Word, Excel, Outlook) and QuickBooks.
- Make timely decisions and exercise sound judgment in daily operations.
- Work autonomously while also thriving in a team-oriented environment.
- Build and maintain relationships with a diverse range of individuals.
- Demonstrate patience and effective conflict-resolution skills.
- Organize and prioritize tasks to enhance productivity and efficiency.
Qualifications
Core Competencies
- Understanding of accounting principles, particularly accounts payable and receivable.
- Ability to process and organize financial documents, including invoices and balance sheets.
- Data management skills to effectively organize and interpret information.
- Proficiency in word processing, spreadsheet, and email applications, particularly QuickBooks.
Position-Specific Competencies
- Customer-focused approach to meet and exceed client expectations.
- Ability to multitask while maintaining organization and effective time management.
- Strong communication skills for professional interactions via phone, email, and in-person.
- Technical expertise to remain current and serve as a resource within the office.
- Team-oriented mindset, valuing the contributions of all team members.
- Willingness to learn and adapt to evolving organizational needs.
- Results-driven attitude, focused on achieving outcomes and accomplishments.
Specialized Skills and Abilities
- Capability to thrive in a dynamic environment while maintaining organization.
- Experience with database software and web applications.
- Attention to detail with the ability to manage high volumes of administrative tasks.
- Ability to handle stress and prioritize competing demands effectively.
- Demonstrated patience and resourcefulness in resolving conflicts.
- Strong interpersonal skills to work effectively with diverse individuals.
Physical and Environmental Requirements
- Ability to lift items not exceeding 30-50 lbs.
- Capable of performing tasks that require writing, reading, sitting, standing, and bending.
- Visual acuity and depth perception are necessary for the role.
Education and Experience
- A minimum of 1-3 years of relevant experience in customer service and administrative support.
- Experience in providing culturally sensitive services is preferred.
