PRIMARY PURPOSE
The receptionist is responsible for assisting in the day to day operations of the office. This position is responsible for representing the organization in an ethical and professional manner. The receptionist is expected to coordinate with all departments to ensure internal and external customers are responded to in a timely and professional manner to ensure office procedures are followed appropriately.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Responsible to greet Weber Automotive customers appropriately and determine visitor needs in a professional manner. Direct visitors to correct person.
- Ensure visitor procedure is followed by assigning appropriate safety equipment to visitors, ensuring confidentiality form is completed and maintaining the visitor sign in/sign out log. Issue visitor passes when required.
- Answer and address incoming phone calls in a timely and professional manner.
- Determine the purpose of incoming phone calls and forward calls to appropriate person.
- Provide accurate information regarding queries.
- Sort and distribute incoming mail.
- Prepare outgoing mail and deposit in mailbox.
- Photocopy and collate documents as needed.
- Maintain office equipment and report any malfunctions.
- Monitor and order office supplies.
- Order janitorial supplies.
- Receive and track work requests for building maintenance.
- Book meeting rooms.
- Organize catering, including beverages, for meetings.
- Clean up conference rooms/kitchen area, as needed.
- Prepare correspondence and documents for special projects, as needed.
- Organize mailings.
- Update internal phone list and lobby extension list.
- Keep reception and work area clean and neat.
- Maintain and organize reading material.
- Assist new employees with travel website and set up.
- If necessary, assist with domestic and international travel arrangements.
- Assist in planning company events (ie. Holiday party, softball team, pot lucks).
- Sign in and sign out mileage/condition of vehicles.
- Coordinate with office manager on vehicle maintenance
- Represent organization in an ethical and professional manner.
JOB REQUIREMENTS
- Minimum High School Diploma, GED or equivalent
- 2 years administrative experience, preferred
- Maintain a neat and well-groomed appearance
- Ability to make ethical decisions and maintain ethical behavior.
- Ability to maintain professionalism at all times.
- Ability to handle stress and remain calm under pressure.
- Excellent writing skills, including correct grammar and spelling
- Ability to communicate verbally with confidence and clarity
- Ability to follow instructions properly
- Ability to ask effective questions.
- Ability to deal effectively with difficult customers/vendors/co-workers
- Proficient in MS Word, Outlook, Excel and Internet/Intranet
- Skilled at prioritizing, planning and organizing tasks.
- Effective at finding and using resources as needed
- Detail-oriented.
- Ability to multi-task effectively
- Excellent time management skills
- Ability to meet deadlines and complete tasks on time.
