Job Description

This position is responsible for performing and handling the day-to-day front desk receptionist functions for our facility and providing administrative support to assigned areas.

Essential Job Duties and Responsibilities

1. Answer and route all incoming phone calls on multi-line phone system.
2. Route voice mail messages to appropriate personnel.
3. Maintain and be proficient on functionality of phone system including changing messages, updating extensions related to staff changes and coordinating all maintenance/service needs.
4. Greet office guests/vendors/applicants entering the lobby, identify needs and direct to the appropriate department for assistance.
5. Communicate maintenance needs to building manager and coordinate work that needs to be completed.
6. Create electronic signage/messaging pertaining to office guests, new employees and special employee recognition.
7. Maintain clean, welcoming, neat and orderly work station/reception area/kitchen areas.
8. Maintain employee directory and mailboxes.
9. Order Company office supplies.
10. Maintain company filing system by creating labels/folders for new accounts and regularly updating existing files.
11. Audit client reports; payroll reports, enrollments, invoices, etc.
12. Manage inventory of all company printed materials and order as necessary.
13. Assist with coordination of Company special events.
14. Assist with data entry projects from various departments.
15. Ensure work area, and confidential files, records, database are secured as required.
16. Other administrative support related duties and/or special project needs that may arise.

Required Work Skills

1. Proven experience working with multi-line phone system.
2. Possess basic and accurate clerical/administrative support skills, which include proficient basic data entry and key boarding skills.
3. Basic PC proficiency in Microsoft Office Products
4. Professional and positive interpersonal skills, high degree of confidentiality, self-motivated with the ability to effectively manage multiple tasks and prioritize without sacrificing quality.
5. Exceptional oral and written communication skills.
6. Able to deal positively with stress, conflict, unhappy callers/visitors, etc. without adding to or becoming part of the situation, issue or problem.
7. Able to work effectively in a fast paced team environment, be flexible, detail orientated and possess good follow through skills.
8. Able to handle information on a confidential business appropriate business need to know basis.
9. Able to effectively and efficiently work in an open environment with multiple distractions.
10. Able to meet and maintain department productivity, accuracy, quality and deadline requirements.

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