Administrative Assistant, Reception

SUMMARY:

Provide administrative support to the Director, Human Resources and other departments within the Company as needed.  Perform related clerical functions, (keeping records, filing reports, etc.) Performs related, minor clerical work.  Perform other duties as required by the department.

 

JOB DUTIES:

1. Answers phones and greet visitors assuring good service to our customers who either call or appear  in person. 

2. Act as a receptionist for the Company, including perspective applicants, informs proper employee of visitor’s arrival. 

3. Properly train any new relief reception people to assure the same consistent, professional, telephone courtesy is given to all our callers. 

4. Responsible for all coordination of incoming and outgoing faxes. 

5. Handles various literature or mailings, including sorting, collating, etc.

6. Maintain all lists: fax numbers, speed dials, distributions lists, reception manual, etc. Keep up to date.

7. Make sure magazines in 'Lobby' magazine rack are current and presentable. 

8. Check copier - fill all paper trays daily.  Maintain inventory on supplies. Order toner and recycle empty cartridges.  Keep reception area neat and presentable, avoiding all clutter.  No foodstuffs in the reception area.

9. If job openings exist, maintain accurate applicant flow log.  If required, tests are given and corrected.

 

  REQUIREMENTS:

1. Effective problem solver and have the ability to make sound decisions.

2. Able to establish priorities be accurate and pay close attention to details.

3. Excellent interpersonal skills and be a team player.

4. Good working knowledge of Microsoft programs.

5. Capability of handling a wide variety of duties and multitasking.

6.   Requires good follow-up skills.

7. Good written and oral skills.