Receptionist

SUMMARY: This position is responsible for the professional and efficient management of visitors, telephone calls and messages, parcels, as well as a variety of clerical duties that support the operation and presentation of a professional office.

HOURS: 9:00am – 5:30pm   

RESPONSIBILITIES:

- Promptly, accurately, professionally and courteously receives all telephone calls and visitors

- Assesses received calls/inquiries and directs and/or records and relays messages

-Uses all features of the telephone system and voice mail; directs all conference calls to the appropriate extension

-Ensures knowledge of staff whereabouts

-Ensures the reception station is staffed 100% of the time

- Picks up incoming mail from the main postage box and distributes among employees mailboxes

- Delivers outgoing mail to main postage box

- Signs for deliveries and notifies recipients

- Maintains excel spreadsheet for telephone extension list

- Produces lunch menu for the office; collects lunch order forms and orders lunch and condiments from appropriate vendors; sets out lunch for employees and cleans up after; generates weekly lunch order spreadsheet and submits to accounting along with all original receipts and breakdown

- Ensures kitchen/kitchen appliances are kept neat, clean and stocked with appropriate supplies

- Order and receives: kitchen supplies, beverages, coffee supplies

- As needed, notifies the property management of any maintenance needs.

- As needed, notifies cleaning contractor of any service inefficiencies related to the cleaning of the office

- Ensures that common areas are equipped with office supplies as needed

- As needed, notifies vendor of service issues related to leased equipment (e.g., postage machine, copiers, fax and doc send, etc.)

- Maintains a thorough working knowledge of and adheres to organization policies, regulations and procedures

- As needed, assists with clerical tasks to include typing, filing, proofreading, and maintenance of logs and data entry.

- Assists in other duties as needed and directed

EDUCATION, EXPERIENCES AND SKILLS REQUIRED:

- High school education, some college preferred

- Proficiency in all Microsoft Office programs is required

- 2 -5 years previous office experience preferably in a receptionist/office administrator capacity

- Discretion and confidentiality is considered a priority in this position

- Excellent organizational and communication skills

- Must have a valid FL driver’s license and personal automobile. Company will reimburse mileage for all business travel required.

- Must be insurable for automobile insurance with company’s auto insurance carrier

- Pleasant, flexible, detail oriented characteristics

- Multi-tasking with a “can-do” attitude is a must

- Ability to work in a high maintenance, high energy level office environment

- MUST present a VERY professional appearance

- Must be physically able to do assigned work as outlined above

- Must be able to follow written and verbal communications

- Must be able to read, write and communicate effectively in English

- Must be able to maintain good relations with supervisor, other employees, and the public

- Must be able to lift up to 20 pounds