What are the responsibilities and job description for the Receptionist/ Administrative Assistant position at IPB Holding LLC?
Job Summary:
The Receptionist/Administrative Assistant is responsible for managing the front desk, greeting visitors, and providing administrative support across the organization. This role is crucial in maintaining a professional environment and ensuring smooth operations.
Key Responsibilities:
- Reception Duties:
- Greet and welcome visitors in a professional manner.
- Answer, screen, and forward incoming phone calls.
- Maintain the reception area in a clean and tidy condition.
- Receive and sort daily mail/deliveries/couriers.
- Administrative Support:
- Help maintain and update company databases and records.
- Prepare and distribute correspondence, memos, and forms.
- Handle office supplies inventory and place orders as necessary.
- Support the organization of company events and meetings.
- Perform other clerical duties such as filing, photocopying, and faxing.
- Customer Service:
- Provide basic and accurate information in person and via phone/email.
- Direct visitors to the appropriate person and office.
- Handle customer inquiries and complaints in a courteous manner.
- Office Management:
- Ensure office equipment is properly maintained and serviced as necessary.
- Manage office security by following safety procedures and controlling access via the reception desk (monitor logbook, checking vendor credentials).
Qualifications:
- High school diploma or equivalent
- No experience required
- Proficiency in Microsoft Office Suite.
- Hands-on experience with office equipment (e.g., fax machines and printers).
- Professional attitude and appearance.
- Solid written and verbal communication skills.
- Ability to be resourceful and proactive when issues arise.
- Excellent organizational skills.
- Multitasking and time-management skills, with the ability to prioritize tasks.
- Customer service attitude.
