What are the responsibilities and job description for the Receptionist position at Philabundance?
Position Summary
The Receptionist & Office Assistant is responsible for the management and organization of the front desk, customer service activities for visitors, volunteers, vendors, and internal staff. The Receptionist will provide support to the Human Resources team as well as special projects for other departments. The core activity of this role is to provide administrative support to the team as well as ensure the environment is friendly, clean, well-stocked and prepared for meetings and visitors. The Receptionist will act as a member of the Admin Team and provide a full spectrum of administrative support for the Organization.
Primary Responsibilities
The Receptionist & Office Assistant is responsible for the management and organization of the front desk, customer service activities for visitors, volunteers, vendors, and internal staff. The Receptionist will provide support to the Human Resources team as well as special projects for other departments. The core activity of this role is to provide administrative support to the team as well as ensure the environment is friendly, clean, well-stocked and prepared for meetings and visitors. The Receptionist will act as a member of the Admin Team and provide a full spectrum of administrative support for the Organization.
Primary Responsibilities
- Meet and greet visitors and provide standard support for welcoming new arrivals to the building - this may include emergency protocol; special event needs or other requirements as assigned.
- Manage communications such as day-to-day phone calls; including Community Partner line, emergency voicemail, holiday, and special messaging, as well as ensuring equipment works and has documentation for back up and fill in users.
- Manage the office equipment such as postage meter funding levels, condition and supply levels for copiers and printers, coffee pot and other equipment as is needed.
- Maintain appropriate inventory of office supplies, training support materials, and general office supplies.
- Support Agency Pick-Up window: Including but not limited to providing customer service to partners’ picking up Agency express orders, posting orders and scanning invoices.
- Responsible for general clerical support such as opening and distributing mail, filing, copying, faxing, mail sorting, and preparation of deposit tickets and other projects as needed.
- Manages and guides vendors, coordinates with couriers and shipping contacts, and works with USPS.
- Support coordination for staff events and activities, such as Employee Engagement Days
- Responsible for relaying building related issues to Facilities team, submitting requests, and ensuring issues are resolved.
- Monitor safety procedures; provide recommendations for updates to Safety/Risk Management Officer.
- Responsible for supporting and aligning with Philabundance Cultural pillars. Ensure communications, actions and interactions reflect a focus on People, Professionalism, Partnerships, and Progress.
- High School Diploma or GED required, additional formal education a highly preferred.
- Experience juggling competing priorities, customer service with onsite and phone guests.
- Administrative experience which includes but is not limited to: organizing, prioritizing, creating communications, and providing support to others.
- A minimum of 2 years of experience in an administrative customer support role providing administrative support to a team.
- Previous front desk or initial contact role with a diverse population. Meeting, greeting, and guiding guests.
- Previous experience working with a diverse population. Ability to speak multiple languages a plus. Fluency with Spanish highly preferred.
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