The Receptionist is the first member of staff encountered or spoken to by any visitor/caller to the agency. Therefore they should strive to always present a friendly but professional appearance and manner. The agency expects this manner to extend to the expert fielding of client calls and the efficient noting of messages. Good voice recognition skills and an outgoing personality should be developed.
Reports to Director of Operations
Responsibilities:
• Scheduling & other administrative functions for company Partners
• Processing of daily Accounts Receivables
• Planning, organization & attendance at company events/meetings/conventions
• General office duties such as handling petty cash expenditures, postage/shipping, telephones and other equipment
• Assist with travel arrangements
• Must have experience working in a corporate work environment and uphold a positive, "can do" attitude
• Commanding knowledge of Microsoft Office and Quickbooks experience is good but not necessary
Duties:
• Covers reception desk at all times except when out of the office or on break.
• Arranges with another designated member of staff for desk/phones to be covered in the absence of the receptionist.
• Answers all phone calls in a friendly but professional manner, and forwards all calls to the appropriate staff members promptly and smoothly.
• If appropriate personnel are absent or unavailable to take calls, receptionist takes neat, legible messages, including: name of caller, caller’s company name, phone number (and extension), best time to return call, whether call is urgent, and if possible, a brief note as to the nature of the call.
• Receives all company mail and forwards to appropriate agency personnel.
• Receives and signs for all deliveries/courier shipments, first verifying contents are as stated on the shipping bill. Notifies appropriate personnel of the arrival of any such packages/deliveries.
• Arranges all courier pickups if a daily pickup is not already scheduled. Prepares courier mailing labels per instructions provided by staff members.
• Prepares outgoing mail and correspondence on request. This may include typing of labels and envelopes, typing/word processing of letters, etc.
• Maintains reception/common areas to ensure a professional and welcoming appearance.
• Greets all visitors to agency promptly and in a welcoming manner, and acts as hostess until appropriate personnel are notified of visitor’s arrival (including offering/preparing beverages for visitor). Notifies appropriate agency personnel of arrival of any such visitors.
• Makes sure coffee/hot water/beverages are available at all times, but especially on days when visitors are expected. Prepares beverages for visitors when requested.
• Processes proposals, correspondence or any other documents as requested (except media, contracts, invoices, purchase orders).
• Inventories office supplies (letterhead, forms, etc.) and notifies director of operations/office manager if reorder is necessary.
• Maintains client files and general office files. Maintains magazine files.
Successful Candidates should possess:
• Two to four years experience as an administrative assistant in an active office environment
• Microsoft office basics: Outlook, Excel, Word, PowerPoint
• Excellent written & verbal communication skills
• A willingness to provide hands-on assistance when needed
The Benefits
Competitive salary and comprehensive benefits package
Dynamic, creative, work-hard play-hard environment where your talent will be valued
To inquire about this position, please go to the Contact Faction page.