Receptionist / Administrator

Position Title: Receptionist / Admin

Reports to: Partner

Department: Administration

Location: 1499 Gulf to Bay Blvd # 100, Clearwater FL 33755

Classification: Full-time; Exempt

Summary / Job Objective: As a receptionist/admin, you will work independently, perform administrative tasks, answer calls, welcome visitors and provide clerical support duties. You will report directly to the Principal Partner of UFC. Receptionist/admin will also provide support to the VP of Operations and assist in day-to-day office operations. The ideal candidate is an experienced professional with knowledge of office operations and customer service best practices. We expect you to perform well in a team environment and have exceptional people skills.

Essential Job Functions: The receptionist/admin is responsible for providing a broad range of administrative and technical support to the UFC Team, its’ partners, and mutual clients. This position requires sitting for 6 hours/day, being able to type on a keyboard at least 50 words/minute, and the ability to analyze data quickly.

Primary Responsibilities:

· Manage complex calendars, maintain diaries/agendas and coordinate meetings that will sometimes include multiple individuals located across time zone

· Schedule out of town appointments, make appropriate travel arrangements including flights, hotel accommodations as well as reserve meeting venues and find local eating establishments

· Respond to or send out e-mails that are professional, direct, purposeful and courteous

· Answer incoming phone calls and / or route calls to the appropriate team member

· Warmly greet and welcome clients, agents and all visitors upon their arrival then provide general tidying up after their departure

· Manage incoming and outgoing mail as well as ship and track outgoing packages

· Field any vendors that solicit in person or by telephone

· Attend invited meetings, take notes, follow up on tasks through to completion

· Create and maintain a functional filing system that is best suited for accurate documentation and quick retrieval of paperwork

· Purchase, retrieve and maintain a proper inventory of office and kitchen supplies

· Check and respond to all incoming faxes and voicemails, and respond appropriately

· Implement and administer office systems, protocol and proper procedures for the benefit of the staff, agents and clients

· Help in the coordination of company functions such as Sales Team meeting and holiday events

· Assist the marketing team throughout the bi-monthly UFC Summits

· Schedule and follow up on office repairs and / or maintenance such as damaged card reader, locked emergency doors, rubbish removal, carpet cleaning

Qualifications:

· 3 years of receptionist / administrative experience

· High school diploma / GED required; Associate’s Degree or higher preferred

· Must be able to meet deadlines in fast-paced quickly changing environment

· In-depth knowledge of the company, product and brand is preferred

· Understanding of how CRM systems work is preferred

· Proven experience as an executive assistant or other relevant administrative support experience

· Ability to organize a daily workload by priorities

· Proficient in MS Office, with working knowledge of CRM platforms

Core Competencies:

· Self-motivated, positive, creative, innovative thinker and multitasker with the ability to prioritize and manage time strategically

· Attention to detail a must

· Excellent verbal and written communications skills

· Ability to work well within a team as well as independently

· Dependability and a positive attitude are a must

Compensation & Benefits:

Compensation (based on experience)

● Annual Salary: $37,000 - $42,000

● This is an exempt position

Benefits

● Employee benefits (medical, dental, vision, life insurance, other)

● 401k with employer match

● Paid Time Off

Location: 1499 Gulf to Bay Blvd., Suite 100, Clearwater, FL 33755; this role is an in-office position