Facilities Assistant - Reception

The Facilities Assistant (Reception) is responsible for greeting guests or callers with a positive upbeat attitude giving a good first impression and ensuring a good rapport with people to make them feel welcome and at ease.  The Facilities Assistant (Reception) also provides office and clerical services in an efficient and effective manner primarily to Facilities and Security, while managing the front desk operations. Maintaining a reliable level of security (access control. Property removal, etc.) is a very important function of this position. All duties must be carried out and navigated with a high sense of professionalism. Registration of visitors for access control is essential.

• Operates with professionalism, tact, and a positive personality when greeting the public and our associates in main office lobby, registering visitors, checking nature of call, directing them to proper company representatives and answering general questions.
• Assures services provided to visitors are in working order, including waiting area, lobby displays, welcome board, lobby telephone, etc.
• Assists visitors by giving directions to other area locations, calling transportation, providing phone service and other routine services.
• Operates switchboard, handling incoming calls and all outgoing calls not processed by automatic dial system.  May keep records of special calls, as required.
• Encodes employee access cards.
• Operates public address call system to locate personnel not at their desks or make special announcements.
• Operates and maintains fax machines for sending and receiving faxes.
• Updates and maintains the direct inward dial list and phone guide monthly.  Prints and distributes to conference rooms.
• Updates and maintains the front desk manual and informational posters.
• Assists Facilities and Safety & Security, with projects, special assignments, and other requests as needed.
• Coordinates scheduling and the administration of information for programs such as maintaining, updating and managing Activity Sign Up on Intraclean, pets in the workplace and other programs as needed.
• Assists Facilities, Safety & Security, Chem Pack, and other departments with clerical duties, i.e. processing Purchase Orders, invoices, consumer rebate programs, keying warranties, etc.
• Insures Property Removal Passes are signed and valid before forwarding to security.
• Maintains the front desk calendar.
• Plans and schedules coverage for the front desk.
• Trains back-up associates in all areas of the process.
• May be required to perform other duties as assigned.

REQUIRED CORE COMPETENCIES                        

• Functional/Technical Expertise
• Global Business Acumen
• Self-Management
• Learning Versatility
• Delivers Results
• Judgment and Decision Making
• Managerial Courage
• Continuous Improvement

REQUIRED EXPERIENCE/EDUCATION                                                                                              

Degree minimum:  HS education

Experience level:  1-2 years in an office environment and clerical role

SPECIALIZED TRAINING/EDUCATION PREFERRED                                     

• Associates degree
• Proficient computer skills, including Outlook, Word and Excel
• Oracle experience or willingness to learn

SKILLS REQURIED                                                                                          

• Solid communication skills
• Ability to manage multiple tasks simultaneously
• Excellent MS Word and Excel program skills
• Always maintain a professional image and approach