Front Desk Admin

Job Description

Date: 05/01/2024

Position: Front Desk/  Administration

Summary
Delivers friendly, efficient customer service by greeting, welcoming, and directing visitors in a professional manner; notifies company personnel of visitor arrival; maintains security and telecommunications system.

Qualifications:
Must have two year’s minimum of related experience and/or training; or equivalent combination of education and experience.

Essential Job Responsibilities:

 Welcomes visitors by greeting them, in person or on the telephone; answering or referring inquiries and taking and relaying messages.

 Maintain absolute confidentiality on all matters related to the organization, department, employees, and members/customers.

 Provide quality customer service to visitors/customers and employees within department and throughout the organization by being responsive, flexible and courteous; and by taking the initiative to get individual needs met.

 Support the organization by promoting an attitude of caring and teamwork with fellow employees.

• Demonstrate support for meeting the organizational objectives and priorities in a positive and professional manner.

• Deal with all inquiries in a professional and courteous manner, in person, on the telephone or via e-mail.

 Provide assistance with research and special projects as needed.

 Maintain safe and clean reception area by complying with procedures, rules, and regulations.

 Ensure knowledge of staff movements in and out of organization

 Provide general administrative and clerical support

 Prepare correspondence and documents

 Receive and sort mail and deliveries

 Organize conference and meeting room bookings

 Co-ordinate meetings and organize catering

 Monitor and maintain office equipment

 Control inventory relevant to reception area

• Always adhere to all company policies and procedures and licensing laws

• Be involved and contribute at team meetings

• Manage office supplies & kitchen supplies

Knowledge & Skill Requirements

 Knowledge of:
 administrative and clerical procedures
 computers and relevant software application
 customer service principles and practices
 ability to work a phone system
 ability to handle stress
 be reliable

 Math
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages.

 Language
Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures or governmental regulations. Ability to write reports, business correspondence and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers and the general public.

 Reasoning
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form

• Computer
Microsoft Office Suite

Environment and Conditions:
Office is located in a one-story office building. Job demands may require long periods of sitting, computer work, and/or telephone work. Employee generally works 40 hours per week, with customary office hours ranging from 8:00am to 5:00pm, Monday through Friday. Frequent deadlines may require occasional overtime.

Equipment Used:
Computer, printer, facsimile, telephone, copy machine and associated office machinery will be used.