The Receptionist answers the telephone, greets clients, and provides some limited administrative support for the organization’s staff. The Receptionist also handles all administrative support for the Executive Assistant/Office Manager.
Responsibilities
Provides Front Desk Management
- Answer the telephone and direct calls to the appropriate parties according to established front-desk procedures
- Provide basic, general information to callers about AVDA and route program-specific inquiries and department-specific inquiries to the appropriate program or department staff member
- Greet clients and visitors and notify staff of arrival
- Process incoming and outgoing mail, deliveries, and faxes
- Maintain a bin system for staff mail
- Maintain staff in/out board
- Insure the lobby and front desk area remain professional and tidy in appearance
- Assist with administering the telephone and voice messaging system
- Assist with managing parking tickets and validations
- Assist with revising front desk procedures as directed
Provides General Support for Organization
- Maintain office supplies, including door name plates
- Maintain office machines and request service in a timely manner on an as-needed basis
- Order printing, including stationary and business cards
- Order coffee supplies and kitchen supplies and maintain coffee service and kitchen area
- Serve as a point of contact for facilities, including security and parking
- Provide administrative support for management staff as needed
- Copy and collate materials as needed
Qualifications
- High school diploma or equivalent certification required
- Minimum of three (3) years experience as a Receptionist required
- Bilingual in English and Spanish required
- Ability to work in a confidential environment, dealing with sensitive information, and maintain high level of confidentiality
- Appreciation of diversity and a sensitivity to people of varying lifestyles, ethnicity and religious groups
- Proficiency with Word, Excel, and Outlook
- Knowledge of copy machines and other general office equipment
- Polished and professional telephone skills and clear speaking voice
- Dependable transportation
