Receptionist / Front Office Manager

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Main Job Tasks and Responsibilities:

Assist the Office Manager to help to resolve office issues quickly and efficiently
Answer phones and transfer to the appropriate staff member if applicable
Take and distribute accurate voicemail messages
Greet public and guests and direct them to the correct staff member
Manage messenger and courier service
Work with various vendors to coordinate office needs as they come
Receive, sort and distribute incoming mail
Prepare outgoing mail for distribution
Fax, scan and copy documents
Help maintain office filing and storage systems
File and retrieve documents and reference materials
Maintain state licensing and all updates
Maintain company asset list and update accordingly based on new hires/changes
Work closely with IT department when installing laptops for new hires and wiping laptops for terminated employees
Update and maintain databases such as mailing lists, contact lists and vendor information
Retrieve and research information for projects
Update and maintain internal staff contact lists and schedules
Liaise with all staff at all levels, both on and offsite
Coordinate and maintain staff administrative records such as phone lists, staff parking and staff building badges
Type and edit documents, reports and correspondence when requested
Organize travel arrangements for off-site staff and guests as needed
Coordinate and organize appointments and meetings, as well as catering requests
Help set up new employees with a new office/cubicle and make sure they are set up in the system, etc.
Assist with event planning and implementation
Monitor and maintain all general office supplies and kitchen supplies/groceries
Ensure office equipment is properly maintained and serviced
Perform work related errands as requested
Help keep front of the office tidy and presentable throughout each day
Assist with general administrative duties for members of the Leadership Team such as coordinating meetings, appointments and travel arrangements, as well as other possible projects

Education and Experience:

Bachelor’s Degree
Previous office experience required
Excellent computer skills including MS Office
Strong computer and internet skills including use of e-mails, group messaging and data collection
Numeracy and literacy skills

Key Competencies:

Strong organization and planning skills
Excellent time management and prioritizing skills
Sense of urgency with ability to offer a quick turnaround on things
Ability to follow through with a project or task from start to finish
Ability to be proactive and take initiative; able to think outside the box
Impeccable verbal and written communication skills
Excellent problem solving skills
Strong attention to detail
Ability to work well within a team environment
Eagerness to learn and take on more
Resourcefulness
Creativity
Accuracy
Flexibility
Reliability
Maturity

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