Administrative Assistant / Receptionist

Admin Asst / Receptionist

PAY RATE - $19.38

JOB SUMMARY: The Admin Assistant/Receptionist plays a crucial role in ensuring the smooth and efficient operation of the office environment. This position serves as the first point of contact for visitors and callers, providing a welcoming and professional atmosphere. The role involves managing a variety of administrative tasks, including scheduling appointments, handling correspondence, and maintaining organized records. The successful candidate will support multiple departments by coordinating communication and facilitating workflow. Ultimately, this position contributes significantly to the overall productivity and positive image of the organization.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Greet and assist visitors and clients in a courteous and professional manner.
• Answer, screen, and direct incoming phone calls to appropriate personnel.
• Manage scheduling and calendar appointments for staff and conference rooms.
• Handle incoming and outgoing mail, emails, and other correspondence.
• Maintain and update filing systems, both electronic and physical.
• Order and manage office supplies to ensure availability and cost efficiency.
• Assist with data entry, report generation, and other administrative support tasks as needed.
• Coordinate meetings, prepare meeting materials, and take minutes when required.
• Ensure the reception area is always tidy and presentable.

The description above is to provide a representative summary of the major duties and responsibilities of this job. Incumbents perform other related duties assigned. Specific duties and responsibilities may vary based upon location needs.

MINIMUM QUALIFICATIONS:

• High school diploma or equivalent.
• Proven experience in an administrative or receptionist role.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Strong verbal and written communication skills.
• Ability to multitask and prioritize daily workload effectively.

PREFERRED QUALIFICATIONS:

• Associate degree or higher in Business Administration or related field.
• Experience with office management software and phone systems.
• Familiarity with basic bookkeeping or invoicing procedures.
• Customer service experience in a professional setting.
• Ability to handle confidential information with discretion.

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

KNOWLEDGE, SKILLS, AND ABILITIES:

The required skills such as communication and organizational abilities are essential for managing front desk interactions and coordinating office activities efficiently. Proficiency in Microsoft Office enables the candidate to prepare documents, manage schedules, and communicate effectively via email. Multitasking and prioritization skills help in balancing various administrative duties without compromising quality or deadlines. Preferred skills like familiarity with office management software and customer service enhance the candidate's ability to streamline operations and improve visitor experiences. Together, these skills ensure the Admin Assistant/Receptionist can support the team dynamically and maintain a professional office environment.

PHYSICAL REQUIREMENTS:

• Must be able to lift 25 pounds
• Ability to bend stretch and lift 25 pounds

WORK ENVIRONMENT:

• Indoor environment
• Accessible by public transportation

REPORTS TO: Manager on duty

EOE/MFDV