Administrative Assistant - Receptionist

POSITION SCOPE:   Operating within the guidelines of the Master Policies and Procedures, the Administrative Receptionist is responsible for consistently demonstrating and promoting effective customer service through general information and public relations.  The Administrative Receptionist assists  the Office in the daily presentation of the professional Jan-Pro image.

ESSENTIAL DUTIES:

• Answers all general incoming calls professionally, clearly, and courteously, within 2 rings
• Accurately directs calls to appropriate parties
• Takes accurate, complete, and legible telephone and verbal messages
• Greets and acknowledges all visitors courteously and promptly
• Follows corporate and regional practices
• Generates and distributes appropriate information to prospect Franchise Owners
• Composes, drafts, completes and edits all sales proposals and correspondence as instructed
• Assists others by sending letters, making copies and making reservations, when requested
• Maintains accurate, updated and organized files
• Confirms and records appointments efficiently to avoid conflicts of time and to ensure visitors are received in a timely manner
• Provides accurate and prompt information to management, employees, prospects, clients and visitors as requested
• Prints and distributes reports when needed
• Performs  other related tasks and activities as assigned
• Receives service-related calls from account customers
• Completes reports associated with customer accounts and customer needs
• Coordinates the timely dissemination of information relating to customers to all appropriate personnel
• Coordinates and communicates with Controler/Office Administration Manager and regional Director/Master Owner in the identification of customers that are in neglect of payment, following policies and procedures to facilitate collection through legal action, if necessary

PREREQUISITE KNOWLEDGE, SKILLS, AND EDUCATION:

• High school diploma or GED
• 2-year in administrative, clerical or receptionist role with responsibility for answering company phone lines
• Excellent written and verbal English communication skills
• Spanish communication skills
• Clear and pleasant telephone manner
• Pleasant and professional demeanor
• Professional appearance
• Knowledge of  MS Office products including Word, Excel, PowerPoint and Outlook
• Proficient in the use of the Internet
• Ability to take detailed and accurate notes and messages
• Ability to document detailed and accurate prospect and client information in electronic database