Receptionist - Temporary Position

The Receptionist is responsible for receiving and routing all inbound calls and greeting all visitors who enter the building as well as many other daily administrative tasks.   

Responsibilities 

Switchboard 

• Open switchboard on time each morning and close at 5 p.m. each afternoon
• Review all executive calendars, meeting room assignments, and master calendar first thing each morning – contact manager with any concerns
• Receive and route all inbound calls to the correct individual or department
• Greet guests in the lobby and contact appropriate department/individuals to receive them 
• Log all deliveries and who the receiving party is
• Contact the receivers of shipments to retrieve their packages to keep the lobby cleared
• Contact maintenance and/or business technology for any truck deliveries
• Create welcome signs for the front desk for our guests
• Care and maintain condition of visitors’ rooms so they are prepared for guests
• Issue and maintain visitor badges
• Schedule coverage for switchboard when absent due to training, or vacation and submit to manager for final approval
• Log all daily visitors
• Maintain Outlook contact lists for all executives and designated other leaders
• Act as primary point of contact for meeting room calendars for reserving rooms as needed for staff with required details from requesting staff member 
• Order flowers for the lobby each week, order sympathy and get well flowers for the company departments upon request, and order baby blankets for employees’ new births
• Report any building maintenance that needs to be completed by the maintenance or cleaning crew 
• Monitor condition of lobby restrooms for guests
• Distribute faxed mail in folder in manager’s office to correct departments
• Create and publish monthly company birthday and employment anniversary report and get cards signed and processed for mailing by date deadline 

Administrative Duties 

• Manage executive expense reports

• Review all executive expense reports for compliance and address any issues prior to submitting for approval and payment
• Identify repetitive executive expense report issues and work with the Assistant to the CEO to resolve 
• Analyze how many executive expense reports are being submitted and work with the executives to decrease or increase the frequency of expense reports for more efficient expense tracking

• Monitor and follow up on customer calls to ensure that the Customer Operations team has successfully resolved the customer’s concern/question
• Create shipments for executives and other admin (UPS and standard mail) 
• Participate in preparation and planning and perform tasks for various company events, such as the MDA golf tourney 
• Assist with all mass mailing: holiday cards, party invitations, MDA mailers, etc. 
• Record vending machine issues and refund employees who lost money in the machines 
• Ship business cards to employees
• Scan and send CEO personal payables to accountant
• Update company cell phone list and employee phone   directory as changes occur
• CEO related responsibilities

• Maintain company scrapbooks for CEO
• Maintain office supplies as needed for CEO
• Sort incoming mail as needed for CEO
• Maintain all CEO personal files as needed

• Order kitchen supplies
• Maintain files as needed
• Verify executive team direct report expense forms as needed
• Maintain specific Excel spreadsheets as needed for tracking company expenditures: coffee, utensils, etc. 
• Attend all non-management training classes 
• Cross train to support Senior Leadership 

Other Duties as Assigned

Formal Education & Certification

• High School diploma or equivalency 

Knowledge & Experience

• At least one (1) year multi-line switchboard experience OR at least two (2) years of administrative experience required 
• Strong Microsoft Outlook skills and experience with extensive Excel & Word 

Qualifications & Characteristics

• Ability to work 7:45 a.m. – 5:00 p.m. daily 
• Outstanding attendance record with previous employers 
• Ability to multi-task and be flexible 
• Detail oriented 
• Strong verbal and written communication skills 
• Professional demeanor and appearance 
• Ability to resolve conflict productively preferred 
• Ability to handle stress calmly preferred
• Strong organizational and time management skills 

Work Environment

• 40-hour on-site work week
• Sitting for extended periods of time
• Dexterity of hands and fingers to operate a computer keyboard, mouse, power tools, and other computer components
• Lifting and transporting of moderately heavy objects, such as computers and peripherals

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.