What are the responsibilities and job description for the Front Office Receptionist position at Grupo Eco Developers?
Job Summary: As a Receptionist and Office Manager Assistant, you will be responsible for providing administrative support to the office manager and ensuring smooth day-to-day operations of the office. Your primary role will be to handle front desk duties, greet visitors, answer phone calls, and perform various administrative tasks. Additionally, you will assist the office manager in coordinating office activities, managing schedules, and organizing meetings.
Duties and Responsibilities:
1. Front Desk Operations:
Welcome and greet visitors, ensuring a positive and professional experience. Answer incoming phone calls, screen and direct them to the appropriate individuals.
Manage incoming and outgoing mail, packages, and deliveries.
Maintain a clean and organized front desk area.
2. Administrative Support:
Provide general administrative support to the office manager, including managing calendars, scheduling meetings, and making travel arrangements.
Assist in preparing and editing documents, correspondence, reports, and presentations.
Maintain office supplies inventory and place orders as necessary.
Coordinate and organize office events or meetings.
Timely processing of invoices, payments, and receipts.
3. Communication and Correspondence:
Respond to inquiries and requests from clients, employees, and external parties promptly and professionally.
Manage email and written correspondence, ensuring timely and accurate responses.
Distribute internal memos and announcements as directed by the office manager.
Send checks by courier or hand them to vendors directly.
4. Recordkeeping and Documentation:
Maintain and update office records, databases, and filing systems.
Ensure confidentiality and security of sensitive information.
Assist in preparing and distributing office-related reports or documentation.
5. Office Maintenance:
Coordinate with maintenance and cleaning staff to ensure the office is well-maintained and supplies are replenished. ü Monitor and report any office equipment or facility issues to the appropriate departments for resolution.
Qualifications and Skills:
High school diploma or equivalent; additional education or certification in office administration is a plus. Proven experience in a similar role as a receptionist, administrative assistant, or office assistant.
Excellent verbal and written communication skills.
Proficient in using office software (e.g., MS Office Suite, email clients).
Strong organizational and time management skills, with the ability to multitask and prioritize tasks effectively.
Attention to detail and accuracy in work.
Fluent in English and Spanish.
Professional and friendly demeanor, with excellent customer service skills.
Ability to handle sensitive and confidential information with integrity.
Flexibility to adapt to changing priorities and work in a fast-paced environment. This job description is a general overview of the typical responsibilities and requirements for the role of a Receptionist and Office Manager Assistant. Actual job duties may vary depending on the organization and specific needs of the office.