What are the responsibilities and job description for the Receptionist/Admin. position at TechStaff, Inc?
Summary
The Receptionist/Admin is an integral member of the company. This person supports the company by working with employees & vendors to provide services in a timely manner. The job entails 'wearing many hats' in an office environment where extreme multitasking is the norm. Sponsorship is not available for this role. Must be able to pass DHS background check and drug screen.
Essential Duties & Responsibilities
Duties include, but are not limited to:
- Greeting visitors (customers, vendors, and applicants)
- Answering phone (low volume)
- Updating visitor welcome screen
- Maintaining our visitor log and badges
- Maintaining the conference rooms (before and after visitors)
- Stocking conference rooms with drinks and supplies for coffee station
- Maintaining the dot board (in/out board)
- Distributing mail
- Grading applicant"s pre-employment test before interview begins
- Ensuring the copiers are always stocked with paper
- Ensuring supplies in office area are stocked to proper levels
- Tracking and requisitioning employee service awards and preparing certificates for presentation
- Maintaining the supply of gift cards for Bravo Awards and requisitioning more as needed
- Managing the supply of promotional items/gifts and requisitioning new supplies as needed
- Making gift bags for visitors
- Creating yearly shift calendars for badges
- Performing daily maintenance on coffee machine/kitchen supplies
- Making sure kitchen/breakroom is clean and tidy
- Ordering weekly breakfast snacks
- Ordering lunches for staff and visitors when requested
- Making dinner reservations
- Making hotel reservations
- Supporting international travelers by working with Verizon on global data packages
- Purchasing monthly birthday cakes decorating the breakroom
- Acting as liaison for various admin suppliers (janitorial, photocopiers, postage machine, aquarium company, coffee service, water systems and vending machines) to ensure level of service is maintained and requesting service calls when appropriate
- Ensuring General Liability & Worker"s Compensation Certificates are up-to-date
- Preparing FedEx shipments for general admin correspondence (non-product related)
- Checking for broken links on company"s website monthly
- Planning Holiday potlucks and company BBQ"s
- Managing the Christmas card process (maintain/update customer/vendor list, order & mail cards)
- Christmas party planning
- Managing trade show booth arrangements (including reserving booth & needed furniture/electricity, etc., associated freight logistics and employee hotel reservations)
- Feed fish; or coordinate the volunteers
Qualifications
- College graduate with studies in business and other related courses preferred; or
- At least three (3) years of demonstrated administrative experience; or
- An equivalent combination of experience, education, and training that would provide the level of knowledge and ability required for the position
- Applicant must have ability to learn quickly and efficiently
- Computer proficiency in MS Word and Excel is a must
- Must be very detail oriented, highly organized and a self-starter
- Must be able to manage a very busy load of major and minor duties with very little direction, few mistakes meeting deadlines
- Excellent written and verbal communication skills
- Excellent interpersonal skills including the ability to work as a part of team
- Familiarity with Japanese customs a plus
- Fluent in Japanese a plus
- Ability to work overtime as needed
Physical Demands
- Must be able to lift 25 lbs.
- Working, lifting, bending, stooping is required
- Must be able to respond to visual and audible alarms
- Regular and consistent attendance at the office
Equipment Used
- Basic office equipment (computer, scanner, printer, phones, copier, laminator, paper cutter, overhead projector/presentation equipment, radio, etc.)
Work Environment
- Office area
NOTE
This job description is not intended to be all-inclusive. Employee may perform other related duties as needed to meet the ongoing needs of the organization.
Salary : $17 - $21
