What are the responsibilities and job description for the Receptionist position at HAIX North America, Inc.?
Receptionist:
The Receptionist reports to the Customer Service Manager. The Receptionist’s duties include, but are not limited to, the following:
Overall Responsibility:
The Receptionist is responsible for greeting visitors, answering the phones, disseminating mail, ordering office supplies and various other office duties and tasks as listed below. The Receptionist will also assist team members within the Customer Service Department as needed.
Key Tasks and Responsibilities:
- Answer, screen and forward incoming phone calls to correct departments
- Check voice messages daily and forward to appropriate departments
- Greet and welcome visitors/customers: advise appropriate staff members
- File electronic paperwork via an E-file system daily
- Organize, file and maintain all orders in appropriate boxes and coordinate the off site storage
- Retrieve and distribute mail
- Manage outgoing daily mail and bulk USPS mailings
- Order office and breakroom supplies as needed from designated vendors
- Coordinate with the warehouse picking up and dissemination of office and breakroom supplies
- Restock kitchen supplies daily in upper and lower kitchen
- Point of contact for building maintenance issues; calling appropriate contractors
- Assist with preparation of specific marketing materials (brochures, binder covers, etc)
- Coordinate office cleaning with the cleaning agency
- Daily light office cleaning/sanitizing of high touch areas
- Input trade show email addresses in excel document
- Order and coordinate catering services for quarterly sales meetings and as needed throughout the year
- Maintain and keep reception area and storefront clean and organized
- Prepare conference room for quarterly sales meetings
- Assist colleagues with variety of administrative tasks as needed, including copying, faxing, etc
- Request credit references for potential dealers
- Verify internet orders as needed
- Refer customers to appropriate dealers
- Provide excellent customer service
- Other tasks and duties as assigned
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