Receptionist

The Receptionist will oversee and coordinate all of the offices' administrative activities including organizing meetings and managing databases, operate a multi-line telephone system to answer incoming calls and direct callers to appropriate personnel, and communicate effectively with staff, suppliers and clients.

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  General clerical duties including photocopying, faxing, mailing, scanning, filing, and maintaining electronic and hard copy filing systems
• Maintain and update Excel documents
• Welcome on-site visitors, determine nature of business, and announce visitors to appropriate personnel
• Monitor visitor access and issue passes when required
• Work closely with vendors
• Answer and transfer phone calls to appropriate personnel
• Receives customer calls and provides appropriate information
• Retrieve messages from voice mail and forwards to appropriate personnel.
• Provide callers with address, directions, and other basic information.
• Update appointment calendars, schedule meetings and appointments
• Receives, sorts, and routes mail
• Orders, receives, and maintains office supplies
• Answers basic inventory questions
• Enters customer information into a database using marketing software

• Customer/Client Focus
• Collaboration Skills
• Communication & Presentation Proficiency
• Problem Solving/Analysis
• Thoroughness
• Time Management

• 3 years of proven experience as an Office manager, Front Office Manager or Administrative assistant
• Knowledge of office administrator responsibilities, systems, and procedures
• Proficiency in MS Office (MS Excel and MS Outlook, in particular)
• Hands on experience with office machines (e.g. fax machines and printers)
• Familiarity with email scheduling tools, like Go to Meetings, Outlook, Zoom, etc.
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills in a fast-paced environment
• Excellent customer service skills and service-minded