Receptionist

Summary:

The Receptionist serves as the primary point of contact for incoming calls, routing customer inquiries, and welcoming guests of the Company. The Receptionist provides clerical and administrative support as needed.

Essential Functions:

• Answers incoming phone lines.
• Answers incoming phone calls and provides a wide variety of information to staff, residents, customers, vendors, and others; directs inquiries as appropriate; answers procedural questions; takes messages; interacts in person or on the phone with callers who may be distraught or angry.
• Probes customer issues and provides courteous connections.
• Relays individual contact messages.
• Opens and sorts incoming mail and puts postage on outgoing mail.
• Processes outgoing mail
• Maintains neat, clean, and organized physical appearance of reception area, central work area, and conference room, kitchen and break room.
• Checks for incoming faxes and delivers to appropriate recipient.
• Daily ensures that all areas are neat and clean, brochures are well-stocked, and copier and fax machine have adequate paper.
• Orders office supplies as regular inventory decreases; Orders other requested supplies as needed.
• Ensures that all office doors are closed and locked at the end of the day.
• Keeps record of all subcontractor insurance. Sends out renewal requests before insurance expires.
• Ensures all fire extinguishers are working in all offices on a monthly basis.
• Receives and greets applicants; Provides applicants with correct in-house applications.
• Regular attendance.
• Travel and work overtime as required.

Other Functions:

• Performs related duties consistent with the scope and intent of the position.

Mental and Physical Demands:

• Experiences frequent interruptions; required to meet inflexible deadlines; requires concentration and attention to detail; requires a high level of organizational and prioritization skills; may occasionally deal with distraught or difficult individuals.
• Required to sit for prolonged periods; exposed to visual display terminal for prolonged periods; dexterity and precision required in the operation of a computer.
• Ability to handle multiple phone lines.
• Ability to lift up to 25 pounds.
• Ability to establish and maintain customer oriented focus with callers, guests, clients, supervisor and co-workers.
• Ability to walk, kneel, climb, stand, stoop, crouch and reach when performing light maintenance and office activities.

Supervisory Responsibilities:

• This position does not have any supervisory responsibilities.

Core Competencies/Qualifications:

• Commitment to the Company’s mission.
• High school diploma or GED. Additional education and/or training is preferred.
• 2 years Admin./Receptionist experience.
• A general knowledge of office or business functions.
• Possess sufficient phone system skills.
• Ability to read, write, speak, and communicate effectively. Demonstrated skill in correct grammar, spelling, and English usage.
• Demonstrated computer skills with proficiency in Word/Excel/Outlook. Ability to learn software.
• Ability to establish and maintain effective relationships with co-workers, administrative team, and the public.
• Self motivated, punctual, detail oriented and able to work independently.
• Must have excellent organizational and interpersonal skills.