JOB DESCRIPTION
Job Overview: The receptionist provides general office support with a variety of clerical activities and related tasks. They greet, welcome, and direct visitors and clients appropriately; notifying staff of visitor/client arrivals. They maintain the lobby and front desk and coordinate telecommunications and check-in systems, as well as cashier for the office.
Major Responsibilities:
- Greet visitors, ascertain their needs, answer basic questions, and direct them to the appropriate staff person or department. Manage flow of visitors during peak periods such as open office hours.
- Treat all staff, clients and guests with respect, professionalism, kindness, and dignity.
- Cashiering duties.
- Answer and direct incoming telephone calls. Refer inquiries from clients and guests to the appropriate staff.
- Make appointments and conduct follow-up calls. Manage voicemail system and send messages to appropriate staff.
- Ensure client are checking-in when they arrive to the IRC and provide other programmatic support, such as receiving documents from clients and directing them to appropriate staff.
- Provide referrals and information on IRC programs and services. Refer non-IRC clients to appropriate internal and external resources.
- Maintain and tidy up the lobby, the classroom, the conference room, the small and large huddle rooms periodically throughout the day.
- Maintain up-to-date information on front desk processes and procedures and update lobby bulletin boards with up-to-date information/flyers.
- Maintain stock of office supplies and inform manager when low on stock.
- Provide clients with donation supplies and ensure documentation is handled correctly.
- Maintain office equipment including copier is in good working order; escalate issues as needed.
- Receive and distribute mail and packages. Process outgoing mail and deposit in mailbox on daily basis.
- Other tasks and projects as assigned.
Job Requirements:
- High school diploma or equivalent education or work experience.
- Minimum 1 year relevant work experience in administration, reception, or other experience in providing professional customer service.
- Desire to work as a team member and demonstrated experience working with diverse communities and cultures.
- Must be well-organized, reliable, professional, detail oriented and flexible.
- Ability to work independently, be a self-starter and maintain responsibility for multiple tasks.
- Ability to be resourceful and proactive in dealing with issues that may arise.
- Ability to speak in a clear and friendly manner over the phone.
- Ability to greet clients and visitors in a friendly and welcoming manner when face-to-face.
- Demonstrated proficiency with Microsoft Office programs including Excel, Word, and Outlook.
- Excellent communication skills, with fluency in spoken English. Bilingual ability in one of the predominant languages of the local client base a plus.
Level of Education: Bachelor Degree
Work Hours: 8
Experience in Months: No requirements