Administrative Assistant/Front Desk Receptionist

Do you love to provide great customer service? We are looking for a part-time individual to fill an administrative/front desk receptionist role in the afternoons, 12:00 - 4:30.

The person selected will be the first point of contact for visitors, clients, and employees, representing the organization's image and providing exceptional client care. This highly multi‑tasking position involves performing various administrative tasks to ensure the smooth functioning of the company's office as well as managing incoming calls, greeting guests, and coordinating meetings and appointments.

 

Key Responsibilities:

Administrative Support:

• Perform basic clerical tasks such as data entry, photocopying, scanning, document review, and filing.
• Assist various departments with project-based administrative tasks.
• Monitor multiple email boxes and triage incoming emails and faxes; disseminating information to appropriate personnel.

Front Desk Management:

• Greet visitors, clients, and employees with a friendly and professional demeanor.
• Handle incoming calls, directing them to the appropriate individuals or providing accurate information.
• Maintain a clean and organized front desk and lobby area to create a positive first impression.
• Handle incoming and outgoing packages and deliveries.

Visitor Management:

• Notify employees of guest arrivals and coordinate their reception.
• Assist with visitor inquiries and provide basic information about the organization.

Appointment Scheduling:

• Manage scheduling and rescheduling of appointments, meetings, training sessions, and conference rooms.
• Maintain a digital or physical calendar to ensure accurate scheduling and availability.

 

Communication:

• Act as a liaison between employees, clients, and external stakeholders.
• Promptly relay messages and distribute information to relevant parties.

Technology Proficiency:

• Utilize office equipment, including phone systems, computers, and printers.
• Ability to learn a high volume of different software programs.

Qualifications:

• High school diploma or equivalent
• A positive and approachable attitude with a commitment to providing outstanding client care.
• At least 2 years of experience in administrative roles is required; reception/phone experience preferred.
• Strong communication skills, both verbal and written, with a polite and welcoming tone.
• Excellent organizational abilities and attention to detail.
• Highly proficient in Microsoft Office Suite preferred.

 

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