Front Desk Administrator

1.0 JOB DESCRIPTION SUMMARY

1.1 The basic function of the Front Desk Administrator is to answer and forward calls through a console switchboard as well as greet visitors, distribute mail, organize and distribute office supplies.

2.0 REPORTING RELATIONSHIPS

2.1 The Front Desk Administrator reports to and is directly accountable to the Office Manager.

3.0 REQUIREMENTS

3.1Education

3.1.1 Required: High School Diploma or GED

3.1.2 Preferred: High School Diploma and some secretarial courses

3.2 Licensing / Registration / Certification

3.2.1 N/A

3.3 Experience

3.3.1 Required: None

3.3.2 Preferred: 6 months experience with multi-line phone

3.4 Skills / Knowledge / Abilities

3.4.1 Position requires basic computer skills; Microsoft Word, Excel and Outlook.

3.4.2 Position requires knowledge of basic office machines (phone, fax, copier, postage machines, etc…)

3.4.3 Position requires the ability to stay calm under stressful and pressured situations.

3.5 Physical Requirements

3.5.1 The physical requirements may be stressful even though a majority of the time is sitting. Body movements of turning the head and torso, bending and flexing the arms, wrists and fingers are required. The sense required are being able to see and hear and having full power of speech.

3.6 Mental

3.6.1 Must be able to work under stressful situation

3.6.2 Must be able to communicate in English, verbally and in writing.

4.0 WORKING CONDITIONS

4.1Work will be in a climate-controlled office. Workdays will be 8 hours per day; 8am - 5pm with a 1 hour lunch from 11:30 – 12:30. There may be days when overtime is needed. Ajax pays time and a half for all hours worked over 40 hours in a week.

5.0 ESSENTIAL FUNCTIONS

5.1 Operate switchboard and greet guests

5.2 Receive packages, letters, faxes and distribute them to the correct departments/person

5.3 Open and distribute mail

5.4 Typing and word processing

5.5 Must be punctual and dependable

5.6 Maintain office supply closet

5.7 Perform additional assignments as necessary

6.0 DUTIES AND RESPONSIBILITIES

6.1 Operate switchboard. Answer incoming calls, forward calls to party and/or voicemail, take messages (when necessary), and notify employees that visitors and/or overnight packages have arrived.

6.2 Receive packages, letters, etc., as required. Sign for parcels when necessary.

6.3 Open and distribute mail daily.

6.4 May type memos, letters, listings, etc., as backup to the Office Manager.

6.5 Be at work on time every work day.

6.6 Maintain the office supply closet and the stock supplies.

6.7 Perform additional assignments per supervisor’s direction.

7.0 MEASURES OF PERFORMANCE

7.1 Answers phone and greets guests in a pleasant manner.

7.2 Receives and distributes packages in a timely fashion.

7.3 Opens and distributes daily mail within a reasonable time limit.

7.4 Helps with extra typing at supervisor’s request.

7.5 Demonstrates regular attendance and punctuality.

7.6 Takes on extra responsibility with ease.