Receptionist

Overview

The Receptionist is an entry level, overtime-eligible position that reports to the Director of Human Resources. The Receptionist is expected to be ready to greet guests and answer inbound calls promptly at 8:30 a.m. and throughout the day until 5:00 p.m. The Receptionist provides general office support with a variety of clerical activities such as organizing and scanning pick tickets, creating a requisition of supplies, and entering checks for accounts receivable.

Essential Functions

• Greet guests in a professional, friendly, and hospitable manner, sign-in guests and confirm proper identification. Follow pandemic response plan when appropriate, with completed questionnaire and temperature check.
• Maintain office security by following safety procedures and controlling access via the reception desk (monitor sign in/out, issue visitor badges).
• Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g., pens, forms, and brochures).
• Accurately maintain the visitor log, by downloading and saving information to the network, by printing out NDAs, and updating the Visitors Management System (Greetly) as needed with vendors and COIs.
• Professionally administer all inbound calls and ensure phone calls are redirected accordingly. Provide basic and accurate information in-person and via phone/email.
• Provide support to the executives and other departments as needed.
• Receive, sort, and distribute daily mail/deliveries. Review and forward Front Office faxes and emails.
• Ensure all outgoing mail has appropriate postage and is sent out the same day.
• Assists in ordering, receiving, and stocking office supplies; maintain kitchen and kitchen supplies.
• Maintain Office Equipment: Fax, copiers, printer, laminators, and stamp machine including scheduling repairs services as needed.
• Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Knowledge, Skills & Abilities

Required:

• High School Diploma or GED
• Proficient in Microsoft Office
• Professional attitude and appearance
• Multitasking and time-management skills, with the ability to prioritize tasks
• Solid written and verbal communication skills
• This is a full-time position that works Monday through Friday 8:30 am – 5:00 pm

Preferred:

• Associate degree in business or related field
• Bilingual (English & Spanish)
• Minimum 1-year experience in an office environment

Physical Requirements

• This job operates in a professional office environment. The Receptionist may have to manage several projects at one time and may be interrupted frequently to meet the needs and requests of guests, vendors, contractors, and employees.
• The Receptionist may find the environment to be busy, noisy and will need excellent organizational, time management and stress management skills to complete the required tasks.
• The person in this position frequently needs to exchange information to customers, vendors and employees that have inquiries.
• Must be able to remain in a stationary position for 80% of the time.
• This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
• The person in this position needs to occasionally move about the facility to access file cabinets, copy machine and deliver mail.

We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, disability status, protected veteran status or any other characteristic protected by law.