Administrative Receptionist

Overview

Provides administrative support to the marketing and communications team through the management and creation of operational documentation, information dissemination, creative development, event support, and internal and external communication. This position may also provide administrative support for other teams as required. Acts as a liaison between the agency and public by coordinating central switchboard telephone service, vendor deliveries, and directing visitors/clients. with the administrative needs of other departments as required. This position is responsible and will be held accountable for behaving in accordance with divisional and organizational RISE values and expectations.

Responsibilities

Essential Competencies:

1. Customer Focus2. Interpersonal Savvy3. Organizing4. Planning

 

Essential Duties and Responsibilities:

 

1. Provides administrative support to the marketing and communications team. This can include, but is not limited to, Excel spread sheets, labeling, folding and stuffing bulk mailings, mail merging, label creation, flyer design, typing/transcribing web and/or collateral content and other administrative tasks as required.

2. Manages important marketing documents and files both digital and hard copies.

3. Supports internal communication efforts with content/collateral development and distribution as directed by team management.

4. Provides administrative and logistical support for GGW special events, donation drives, and community engagement activities under the direction of team management.

5. Provides additional administrative support to other teams as necessary and approved by Chief of Collaboration, Communications, and Marketing.

6. Greets persons entering establishment, determines the nature and purpose of visits, directs visitors to specific destinations, answers questions and provides information on the agency’s programs and services.

7. Answers inquiries and obtains information for the general public, customers, visitors and other interested parties.

8. Uses proper telephone etiquette while operating the switchboard to receive incoming calls.

9. Accurately transcribes messages left on overnight answering machine and distributes to appropriate staff.

10. Maintains visitor log.

11. Receives and signs for parcels to be distributed. Schedules parcels for pickups.

12. Contributes to the security of the agency by helping to monitor the access of visitors while at GGW headquarters. This includes maintaining a visual contact with visitors to ensure they are within the appropriate waiting areas, and that all employees have a staff badge visibly displayed.

13. Informs staff of visitors.

14. Training and orienting front desk relief staff and temps as needed.

 

Other Duties and Responsibilities:1. Distributes mail to HQ personnel. Meters daily outgoing mail and ensures that cost centers are accurately tracked.

2. Ensures the lobby and receptionist desk are maintained in a neat and orderly fashion, and that all collateral material is properly stocked.

3. Ensures that unsolicited handout materials are not distributed.

4. Attends to comfort of guests waiting in the lobby by offering water, coffee, etc, and escorting them to necessary meeting area if necessary.

5. Updates telephone list for headquarters, contracts and retail division as needed.

6. Checks and responds to all emails or distributes emails to general mailbox to appropriate team members.

7. Collects and distributes applications and sends postcards to applicants. Forwards applications and paperwork to appropriate team member/s.

8. Fulltime in-office attendance is required.

9. Occasional weekend, early morning and evening work required.

Supervisory Responsibility:

 

This position has no supervisory responsibilities.

Qualifications

Required Qualifications:

1. High school diploma or equivalent.

2. Ability to use proper telephone etiquette while handing multiple incoming telephone lines.

3. An excellent command of the English language including correspondence style, grammar, spelling and proofreading.

4. Excellent customer service and interpersonal skills and the ability to interact with the public in a courteous and professional manner.

5. Excellent communication and interpersonal skills, the ability to use tact and diplomacy while dealing with the public, and the ability to effectively communicate with diverse population.

6. Proficient in Microsoft Office Suite, including Word, Excel and PowerPoint.

 

Preferred Qualifications:

1. Previous receptionist or administrative experience preferred but not required.

2. Ability to multi-task.