Receptionist

SUMMARY

At Stephens, receptionists are a vital part of our team, contributing to the professional experience we strive to deliver to our clients. You will be responsible for operating a multi-line telephone system to answer incoming calls and direct callers to appropriate personnel, greet visitors, and provide administrative support for the office. We rely on our receptionists to standout to our clients by offering a cheerful, professional, and efficient gateway to the team.

ESSENTIAL DUTIES AND RESPONSIBILITIES 

• Answer incoming telephone calls and respond or route to the appropriate person.
• Take and deliver complete, accurate messages, in a timely manner, via email, including details such as name, time of call, company represented, nature of business, etc.
• Provide routine information as appropriate such as provide callers with address, directions, and other basic information.
• Welcome on-site visitors, determine nature of business and announce visitors to appropriate personnel or escort them to meeting room.
• Maintain electronic list of visitors to the office noting arrival times, company represented, and employee being visited via the building security system.
• FedEx/UPS – receive and distribute shipments and arrange for pickup of outgoing packages.
• Contact appropriate personnel regarding deliveries for pickup.
• Manage the recycling procedure for all printer/fax cartridges including confirming pick-ups with UPS/Fed-Ex representatives.
• Process incoming/outgoing mail, sort and distribute mail to the appropriate recipients.
• Take outgoing mail and place it in a USPS mailbox at the end of each day.
• Manage electronic calendar for conference rooms and vacant offices.
• Schedule meetings and luncheons as required.
• Place and monitor food orders for meetings and special events, as requested.
• Provide administrative support to Analysts and other bankers as assigned. Responsibilities include: Weekly expense reports, monthly attendance records, travel arrangements, etc.
• Miscellaneous duties include: Maintain list of office personnel; order and maintain office supplies; stock refrigerators; assist with mass mailings; etc.
• Assist administrative support staff, as required.
• Maintain the front desk and reception area and conference rooms to ensure it is presentable, neat and organized.
• Perform other job related duties as required.

EDUCATION AND/OR EXPERIENCE

• High school diploma or general education degree (GED).
• Some college courses.
• 2 years of related experience and/or training.
• Equivalent combination of education and experience.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of complex multi-line phone and voicemail system.
• Excellent telephone etiquette, including discretion and volume management.
• Standard office practices and procedures, correct English usage including spelling, grammar, and punctuation.
• Excellent oral and written communication skills, with the ability to communicate effectively with all levels of the organization.
• Detail oriented with the ability to organize resources, set priorities, use time efficiently and handle multiple tasks simultaneously.
• Ability to follow simple or complex instructions and work independently.
• Ability to establish and maintain accurate records.

• Proficient in Microsoft Office Suite or similar software, with the ability to learn and utilize industry specific software as required.

• Strong interpersonal skills, including listening, flexibility and patience.

• Analytical, critical thinking and problem solving skills with the ability to determine the appropriate action.

• Possesses “public-friendly” persona, and positive attitude.

• Ability to maintain confidentiality.

• Demonstrated reliability in attendance and work performance.
• Experience with  contact management systems and travel management platforms preferred.

PHYSICAL REQUIREMENTS                                              

• Ability to work with a computer for prolonged periods in an office environment.
• Ability to operate a computer, keyboard, standard office equipment or tools.
• Ability to use close vision and adjust focus as needed to create accurate work product.
• Ability to speak and hear in an office environment.
• Ability to concentrate and maintain focus for long periods of time.
• Ability to walk, reach, lift or carry up to 10 pounds.

REQUIRED TESTING

• Microsoft Word
• Excel
• PowerPoint
• Typing