Front Desk Receptionist

Summary

The Receptionist/Admin Asst serves as the initial point of contact for our main JobTrain office.  This person will greet visitors in person and over the phone to describe services and programs, make appointments, take messages, and direct visitors. In addition, this person serves as a member of the Outreach and Registration team for JobTrain's career training programs and helps clients complete the registration process. The Receptionist/Admin Assistant will perform other duties as needed.

This is an onsite role. The scheduled hours are 7:45 a.m. to 4:15 pm.  Except during rare office closures, there are no remote working opportunities for this role.

General Duties and Responsibilities

• Receives and greets visitors in a warm and professional manner, determines nature of their visit, processes check-in, notifies appropriate staff members to collect visitor from lobby or directs visitor to appropriate resource or location in the facility
• Develops a deep understanding of JobTrain's programs, services and processes in order to represent the organization to visitors and callers, effectively answer questions about programs and services and provide additional relevant marketing materials
• Administers appropriate protocol(s) / processes as needed: Maintaining logs, providing a badge, taking temperature, creating name tags, monitoring visitors, etc.
• Maintains a clean, organized and professional desk and front lobby, looking for opportunities to improve the office environment and functions.  Ensures informational  flyers and forms are well stocked
• Answers and transfers telephone calls and schedules appointments in relevant systems as needed and maintains various calendars
• Sends, receives, and distributes mail and packages using USPS or other delivery services
• Performs routine clerical/support duties such as: data entry, filing, word processing, and event support
• Monitors JobTrain office and building supply needs and submits replacement order list for purchasing
• Maintains procedural documentation to support JobTrain, such as phone lists, vendor contact lists, emergency contact lists, etc.
• Proactively contacts clients who have expressed interest in JobTrain's programs and services to assist them with the registration process
• Contacts community organizations to inform them of upcoming JobTrain programs and services, as needed
• Staff community events as needed, including the occasional weekend or evening event
• Records all client and organization contact in Salesforce

QualificationsExperience

• Minimum 2 years experience in a public-facing customer service or front desk / reception role required.
• Demonstrated ability to work independently while representing an organization and helping clients
• Experience communicating business information in Spanish is highly desired but not required

Required Knowledge / Skills / Abilities

• Communications – must demonstrate a professional, polite and welcoming communication style over the phone, in person and in writing; ability to efficiently and appropriately describe and promote JobTrain's programs and services; ability to provide clear instructions and take clear messages; ability to speak Spanish is a plus.
• Client Orientation – able to identify and act upon the needs of diverse guests, clients, visitors with a service orientation, understand initial needs and reason for visiting, and quickly and efficiently directing to the appropriate party.
• Listening – ability to give full attention to what other people are saying, taking time to understand, asking questions as appropriate, and responding as needed.
• Dependable and detail oriented – demonstrated dependability and punctuality, able to follow procedures, maintain accurate logs, and perform duties in a timely manner as needed
• Organization skills – ability to follow processes, policies and procedures in an organized manner.  Able to quickly and creatively recommended procedures where none exist.
• Technology skills – ability to effectively learn and use relevant technology at an intermediate level: phone/PBX, software systems (such as MS Office, Calendly, Salesforce, etc.) in order to create documents and perform basic formatting (page breaks, headers or footers, insert graphics, create automatically generated tables of contents and merge form letters from a database of addresses); and auto-calculating spreadsheets, create images, and sort and filter data tables.

COVID-19 Certification

JobTrain requires that all employees be fully vaccinated against COVID-19, except as required by law. Any employment offer will be contingent upon satisfactory proof that you are fully vaccinated from COVID-19, subject to reasonable accommodations for medical or religious reasons, and/or as otherwise required by applicable law.

Compensation and Benefits:

This is a full-time, nonexempt on-site position.

JobTrain offers a competitive pay and generous benefits package including affordable health insurance, dental insurance, vision, paid vacation, paid sick time, paid holidays, paid floating holidays, retirement program with employer match, long-term disability, life insurance and employee assistance program (EAP.)

The hiring rate is $23.34 based upon various factors including budgeted funds, internal equity, and relevant experience.

Additional Information

We want applicants who are interested in JobTrain's mission, and we encourage you to attach a cover letter to explain why you are interested in JobTrain and how your experience matches with our needs.

At JobTrain, we take the interview process very seriously. If you are selected to move through the process you should expect a couple of telephone screen calls and one or two Zoom / on-site interviews as part of the interview process.

JobTrain is an equal opportunity employer/program. Auxiliary aids and services are available upon request to individuals with disabilities. Additionally, JobTrain does not discriminate against any employee or applicant for employment because of race, color, ethnic background, religion, gender, gender identity, gender expression, sexual orientation, age, marital status, physical or mental disability or national origin.

Also, please note:

• Our focus is on local candidates, we do not offer relocation benefits.
• Successful candidates must have legal residency and work eligibility in the United States (per INS Form I-9 instructions).
• JobTrain will require the successful candidate to undergo a background check.

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