Receptionist/Office Assistant

Overview

Position Summary:

The employee in this position is responsible for greeting and registering visitors, operating the switchboard, managing all functions of the company mail room, and assisting the facilities department with various administrative tasks.

Responsibilities

Key Accountabilities

Essential Functions:

• Answers and routes incoming calls to the switchboard.
• Registers visitors and arranges for escorts through the facility.
• Accepts packages or special delivery from couriers.
• Organize and maintain cleanliness of reception, waiting areas and the mail room.
• Updates the plant telephone listings as needed.
• Ensure reception area is physically attended during work shift.
• Ensure that standard operating procedures are being adhered to at all times, including the dress code.
• Prints and run the folding/stuffing machine for the daily invoices and checks.
• Weighs and stamps outgoing mail; refills postage meter as necessary.
• Sends weekly mail packages to field personnel.
• Records all overnight (FedEx, etc.) mail.
• Maintains supplies, envelopes and copy papers for printing invoice.
• Coordinates switchboard/reception coverage.
• Contacts vendors for issues with the printer, folding/stuffing machine and postage machine.
• Other duties as assigned in the facilities department

Budget Managed (if applicable):

• N/A

Internal Networking/Key Relationships:

• To be determined based on department needs

Skills & Capabilities:

• Ability to communicate with customers, managers and visitors while speaking in a clear and professional manner both over the phone and in person
• Ability to multi-task in a fast paced environment
• Highly organized, motivated and solutions oriented, with a strong work ethic and positive attitude
• Strong attention to detail Working knowledge of Microsoft Office Suite
• Exceptional written and verbal communication skills are essential

Qualifications

Minimum Knowledge & Experience Required for the Position:

• High school diploma or equivalent and 3 years of experience in an office environment

International Mobility: Required:

• No

Travel Requirements: 

• No