Administrative Assistant

Employment Type

: Full-Time

Industry

: Miscellaneous



Job Description Summary

The Receptionist plays a large role in creating a first impression of the company via in-person and phone interactions with individuals, including prospective clients, employees, guests and vendors who walk through the door or call the location. We are seeking a passionate and driven professional to act as an ambassador and liaison between our client, employees and visitors who come to the site. Ideally this individual cares deeply about the level of interaction and the quality of the experience the recipient enjoys during their initial interactions at the site.
Job Description

Responsibilities

Ensures a smooth and seamless employee and guest experience by communicating warmly, clearly and effectively with the employee, guest, employee host, vendors, etc. to meet the request at hand
Consistently offers professional, friendly and welcoming interactions
Answers and screens all incoming internal calls to handle caller?s inquiries whenever appropriate and possible. Re-directs calls as needed and takes adequately detailed messages when required
Greets, assists and/or directs visitors, vendors and the general public employing a professional, courteous, and respectful demeanor at all times
Manages visitor badges and maintains appropriate visitor records
Is actively visible in the reception area and always accessible to the customer via phone, walkie talkie. Provides advance notice to manager and customer for personal time off.
Provides administrative relief and support, as needed, for personnel in administration, mail room and copy/publication
Maintains guest registration logs via electronic guest management system
Schedules, organizes and assists with event and meeting room reservations
Reviews all appropriate documents, manuals and standard operating procedures to be familiar with details of engaging with guest visitors, employees and visitors
Assists with any changes or new information promptly and reliably, following up with the customer to ensure satisfaction with course of action
Ensures positive guest/group experience, through personal interaction and attendance at functions or other interactions throughout the day. Must be flexible to accommodate irregular and/or extended hours.
Assists with administrative responsibilities, including supply ordering, visual inspection of conference rooms, guest space or supply closet or other responsibilities as required and requested.
Provides travel assistance, calling cabs, communicating arrival, etc.
Displays professionalism and a sense of pride in all aspects of his/her duties and responsibilities
Understands and adheres to all safety and security protocols
Reviews internal work order system and reports service requests through building work order system. Communicates to building management as tenant/landlord liaison

Requirements

Minimum of 2 years of reception experience
2 years of experience in face-to-face interaction with customers preferred
A pleasant phone voice and excellent verbal and written communication skills a must
Organization and attention to detail required
Must be able to work in a fast paced, high volume environment
Proven computer experience essential including proficiency in Outlook, Word and Excel required
Ideal candidate must have a positive attitude and be comfortable in providing customer service to a diverse population


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