RECEPTIONIST/ADMINISTRATIVE ASSISTANT

SUMMARY

This employee performs clerical, administrative and receptionist duties for one or more managers and/or one or more department.  This position requires some knowledge of company policies and procedures as well as products and services to provide information to employees, customers, visitors and callers etc.  Some work requires analysis and use of initiative and independent judgment,but most assignments are specific and well defined.

 

RESPONSIBILITIESReceptionist

h  Receive inbound telephone calls from customers, prospective customers, vendors, employees etc., determine caller’s needs and refer telephone calls or other inquiries to the appropriate internal source to ensure accurate and timely communications are facilitated.

1. Identifies self in a pleasant and positive manner using defined scripts if appropriate.

2. Disseminates to appropriate extensions in a professional, friendly and efficient manner.

3. Takes responsibility for helping the caller and following through until caller is assisted or caller’s needs are met.

4. Courteously greets visitors and other customers, determines their needs and announces their arrival.  As needed, directs visitor to the appropriate person, office.

5. Schedules meetings and meeting rooms as requested and keeps abreast of employee or meeting schedules to effectively communicate with callers and visitors.

6. Photocopy’s and faxes information and documents as needed or requested.

7. Performs tasks such as assembling, stuffing envelopes and other clerical tasks while performing receptionist duties.

 

ADMINISTRATIVE

h  Maintains records and organizes filing 

h  Types and distributes, upon review and approval, departmental correspondence reports, memos, and projects from notes or drafts.

h  Coordinates departmental correspondence to facilitate on-going communications and efficient departmental operations.

h  Distributes and picks up company mail as scheduled.

h  Works with other administrative support and staff to maintain and order appropriate levels of office supplies, equipment and other materials as needed to meet business needs.  Monitor supplies and usage to maintain sufficient inventory to meet business requirements.