Administrative & Executive AssistanceReception & Front Desk
About the job
Requirements
High school graduation and a minimum of two years of front office, public relations, or related customer/client service experience.
Basic knowledge of Microsoft Office word-processing and spreadsheet software.
Proficiency with Microsoft Outlook.
Willingness to learn telephone and alarm system software.
Ability to count large volumes of cash and/or checks.
Responsibilities
Greet visitors, determine their needs, and direct them to the appropriate person or department.
Operate the telephone system to relay incoming and interoffice calls and maintain the employee phone directory.
Coordinate information technology support with the Chief Operating Officer or designee and track the monthly support log.
Oversee ordering and purchasing of office supplies; manage Office Depot and Amazon vendor relations; and support timely payment and purchase-order tracking.
Support the HS Gerry Sweet Director with calls, documentation, and activities involving children and families during front-desk coverage.
Receive, sort, and post incoming mail; process outgoing mail; and coordinate courier services.
Notify appropriate parties of incoming faxes and deliveries.
Maintain confidentiality of mail, faxes, emails, and other correspondence.
Send and receive faxed documents, maintain billing records, and arrange pickup of special courier correspondence.
Prepare and deliver a daily check log for incoming payments to Finance, including tracking and scanning communications.
Ensure guests sign in and receive visitor passes.
Maintain an orderly reception area.
Maintain calendars for events and room usage at the IG and Weeks sites.
Process room-rental requests for approval.
Track repair requests for office equipment.
Update the lobby bulletin board with management-approved recent events.