Front Desk Coordinator/Receptionist

Description

We are seeking a proactive and energetic Receptionist/Administrative Assistant who enjoys engaging with people and providing top-notch administrative support. The primary function of this role is to answer client and vendor inquiries by phone and in person, ensuring an excellent first impression for all clients and vendors. The secondary function will be to provide administrative support to the Director of Marketing, including data entry and other tasks as needed.

The ideal candidate will have 2 years’ experience in the administrative industry or service industry. This position requires the ability to read and write English correctly and fluently. Highly effective communication, organization, and follow-up abilities are essential.

Gillespie Group requires a background and drug screen as a condition of employment. A valid driving license, reliable transportation, and current automobile insurance are required. The position requires individuals to furnish their vehicle to fulfill all the job’s functions.

CORE VALUES:

• Positive Team Player
• Creative Solution Oriented
• Industrious
• Knowledgeable
• Trustworthy

You’ll be responsible for:

• Interact with clients, customers, prospects, and vendors by phone and in person, ensuring an excellent first impression.
• Provide administrative support to the Marketing Director, including calendar management, meeting material preparation, and note-taking.
• Maintain the reception area, conference rooms, and kitchen, ensuring they are presentable at all times.
• Assist in the preparation and coordination of meetings, including setting up conference room technology and managing meeting room calendars.
• Handle general office duties such as mail sorting, office organization, and replenishing supplies.
• Anticipate executive needs and manage impromptu requests, ensuring executives are prepared for the day ahead.
•  Perform other related duties as requested

Requirements

Who we’re looking for:

• You have an entrepreneurial spirit (you love to embrace new opportunities and make things happen, and you thrive in a fast-paced, constantly evolving environment
• You’re confident, dedicated, and focused on making improvements and reaching out for new solutions
• You know how to communicate clearly and effectively with all types of people and thrive in a team setting while taking charge of your results
• Detail-oriented with strong customer service orientation.
• Highly organized with excellent follow-up skills.
• Self-directed individual able to adapt quickly to changes in priorities.

Minimum Physical Expectations:

• Physical activity which often requires keyboarding, sitting, phone work, and filing.
• Physical activity which often requires extensive time working on a computer.
• Physical activity which often requires lifting under 25 lbs.
• Physical activity which requires travel by car
• Physical activity sometimes requires bending, stooping, reaching, climbing, kneeling, and/or twisting.
• Specific vision abilities required include close vision, depth perception, and the ability to adjust and focus
• Must hear and speak well enough to conduct business over the telephone or face to face (in English) for long periods

Minimum Environmental Expectations:

• This position will require working indoors and occasionally outdoors.
• A typical workweek is eight (8) hour workdays, five (5) days per week
• This position requires the ability to handle challenging conversations and effectively deescalate situations with customers.
• This is an In-Person role and will report to the office for work.