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Receptionist

Major purpose:
Job Summary:
Under the direction of the Human Resources and Security Manager, the Receptionist provides administrative support to all functional areas within the company. The Receptionist will use Microsoft Office products, Outlook, and internal systems to perform most activities. The receptionist greets visitors, routes incoming calls, arranges lunches, and coordinates travel.
Major functions:
Essential Functions:
1. Greet visitors; notify person(s) being visited; if more than a few minutes wait seems likely, offer and serves coffee/water. Direct visitor to proper destination, if necessary; set up conference room for meetings.
2. Operate telephone console and routes calls promptly; does not leave callers on Hold and unattended for longer than 30 seconds. Obtain caller s name and arranges for future appointment(s) with person called upon, if necessary.
3. Complete expense reports for Executive Management Staff.
4. Arrange and deliver weekly employee morale breakfast. Occasionally order and deliver breakfast and lunch meetings for managers, employees and customers.
5. Coordinate and complete travel arrangements including airline, hotel and rental car for employees and customers; notify person of all pertinent information needed for trip; solve problems or take corrective action when problems arise (i.e., changes in schedule, unsatisfactory hotel conditions, etc.), notify manager, if necessary.
6. Receive all incoming mail, interdepartmental mail, notices, messages and memoranda daily; sorts according to appropriate destination; distributes to all departments and persons.
7. Completes accounts payable mailing distribution.
8. Order and maintain office and cleaning supplies for 120+ employees.
9. Type memos, correspondence, reports and other documents.
10. Arrange for repair and servicing of faulty reproduction, printing and other office equipment and building maintenance; interfaces primarily with custodial and maintenance personnel for the facility.
11. Extensive calendar management and scheduling.
12. Support onsite and offsite meetings and events.
13. Promote cordial relationships and foster and maintain a favorable business profile with customers, suppliers, co-workers, industry and professional associations, government agencies and the local community.
14. Additional tasks as assigned.
Additional Responsibilities:
1. Performs business errands as needed.
2. Performs other related tasks/duties of similar complexity as necessary.


 

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