Receptionist/Office Manager
Receptionist/Office Manager
Essential Duties & Responsibilities
Responsible for courteously meeting and welcoming clients, and general members of the public, in-person and via phone; represents as the face of the company, as well as the voice of the company. Provides office management and administrative support, in order to ensure efficiency and effectiveness within the company.
o Answering and transferring calls to the appropriate party; take detailed messages and ensure they arrive to the appropriate person in a timely manner
o Greet and assist visitors and escort them either to conference room or any employee’s respective office
o Offer and serve refreshments to all clients and visitors upon arrival, as well as Senior Management and Management Team
o Responsible for all incoming and outgoing mail distribution. Tracking and follow-up of all sent packages and send delivery confirmation to sender
o Responsible for the preparation of all outgoing material
o Coordinates the pick-up and delivery of express mail services
o Maintenance of all monthly inventory reports, such as supplies, mail and packages, special orders, visitor’s reports and call reports. Monitor, maintain and report the use of each
o Responsible for creation and distribution of all marketing materials such as client calendars, Thank You cards, company pens, and presentation book covers
o Liaison with the building’s management to report any office issues and point of contact with suppliers for all delivery requirements
o On a daily basis, replenish all office and kitchen supplies to ensure proper use (i.e. staples, printer paper and cartridge, paper clips, stationary, napkins, coffee)
o Coordinate travel, ground transportation and hotel arrangements for Management Team and any other employee who is required to travel. Also responsible for obtaining the necessary visas/documentation required for travel and any other form of transportation while traveling
o Support for GFG Holdings in regards to general office tasks
o Planning and preparation of meeting, conferences and conference calls connections. Schedule conference rooms and ensure availability prior to all scheduled meetings
o Coordinate repair and maintenance of all office equipment and office repairs
o Responsible for ordering of office furniture and the like and point of contact for deliveries. Also, responsible for seeing through installation until completed
o Tidy and maintain the reception, copy room, conference rooms, and kitchen areas on a daily basis
o Run dishwasher machine at the end of every business day and on a daily basis
o Assists with other related clerical duties such as photocopying, faxing, filing and collating.
Professional Experience
o Minimum of one year of experience in an office setting, with evident ability to multi-task and handle various duties.
Specific Knowledge / Qualifications / Skills
o High level of client services principles and practices.
o Knowledge of administrative, clerical and office management procedures. High level of computer and relevant software applications.
o Outstanding Organizational and Information Management skills. Outstanding Client Management and Project Management skills.
o Ability to work independently, with little supervision.
o High level of confidentiality and discretion.
o Strong interpersonal and communications skills, reliability, initiative and detail-oriented.
o Communicate in a clear and concise manner with all clients, co-workers, and vendors.
Educational Background
o High School Diploma is required. Bachelor’s degree preferred.
Languages
o Fluency in both English and Spanish is required.
Work Hours:
o Variable 40+ hours a week with extended hours as required.
Dimensions:
This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.
Our Company is an Equal Opportunity Employer and Prohibits Discrimination and Harassment of Any Kind: We are committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at our Company are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. We will not tolerate discrimination or harassment based on any of these characteristics.