Receptionist / Travel Coordinator

POSITION SUMMARY

The Receptionist and Travel Coordinator will greet, assist, and provide direction and information to clients, visitors, and other guests of the organization. We are looking for an individual that thrives in this position and understands the need to remain at their workstation Monday – Friday 8:00 am – 5:00 pm (with a lunch break of course), this is an important position to our company, and we want all visitors to be greeted in person. The Receptionist / Travel Coordinator will work closely and share resources with the Receptionist Administrative Assistant and coordinate travel with the Internal Corporate Events Manager.

SUPERVISORY RESPONSIBILITIES

This position has no direct supervisory responsibilities.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Greets clients, visitors, and guests; determines the purpose of each person’s visit and coordinates the visitor/employee handoff
• Answers, screens, and directs phone calls for non-customer service issues
• Serves as a backup for the Receptionist Admin Assistant
• Schedules appointments for welcome center events
• Receives mail, documents, packages, and courier deliveries and delivers or distributes items
• Performs administrative and clerical support tasks
• Coordinates travel itineraries, including flights, hotels, and ride sharing in coordination with our travel agency
• Oversee travel arrangements and maintain communication with our global office and other locations when necessary
• Answers questions about travel policies, processes and expense reimbursement for travel related expenses
• Performs basic filing and recordkeeping
• Runs errands or coordinates onsite deliveries as needed
• Handle the issuance of entry badges, escort guests, and maintain visitor logs
• Assist Human Resources Department and Admin Assistant as needed
• Assist the scheduling of meeting room bookings
• Performs other duties

PHYSICAL DEMANDS

While performing the duties of this job the employee is regularly required to remain in an office at a computer workstation and access information from a computer.  The employee is required to be mobile to, from, and within the office. The employee may occasionally move up to 25 pounds.

QUALIFICATIONS AND EXPERIENCE

• High school diploma or equivalent required
• Proven experience as a receptionist, and experience with travel arrangements required
• Excellent verbal communication skills
• Excellent interpersonal and customer service skills
• Basic understanding of administrative and clerical procedures and systems
• Proficient with Microsoft Office Suite or related software
• Excellent time management skills and ability to multi-task and prioritize work
• Strong organizational and planning skills
• Demonstrate flexibility, professionalism, and an impeccable appearance that mirrors the professional standards of LifeWave
• Must have a valid driver’s license
• Must have excellent attention to detail
• Must have excellent punctuality and attendance
• Ability to maintain confidentiality

LifeWave is committed to creating an inclusive workplace that values diversity and promotes equal opportunities for all. We embrace the principles of the Americans with Disabilities Act (ADA) and strive to provide reasonable accommodations to qualified individuals with disabilities.

In our pursuit of building a diverse and talented team, we encourage candidates of all abilities to apply for positions at LifeWave. If you require accommodations during the application or interview process, please inform our HR department, and we will work with you to ensure your needs are met.