Receptionist & Administrative Support

Description

Basic Functions and Scope of Job:  

The purpose of the Receptionist & Administrative Support is to provide first-point-of-contact service for visitors and callers while also supporting the business with general administrative support, primarily for Finance, Human Resources, Marketing, and the CEO. 

Key Responsibilities and Accountabilities: 

• Answer, screen, and transfer calls, providing information as necessary, and taking messages
• Greet visitors and clients entering building, determine nature and purpose of visit, and direct or escort them to specific destinations. Provide visitor badges when appropriate 
• Perform general clerical duties including photocopying, faxing, and mailing
• Open, sort, and distribute incoming mail and facsimiles 
• Maintain office supply inventories
• Ensure common areas are kept clean and organized daily (lobby, front desk, mail room, meeting rooms, lunch room, and two kitchenettes)
• Organize and fill canteen supplies on a daily basis
• Support the catering of company and customer meetings as required
• Coordinate and ensure timely maintenance for office supplies, and ensure the photocopiers and fax machines are filled with paper
• Administer coordination of company fleet cars as necessary, including, but not limited to, scheduling maintenance, registration, inspection stickers, and insurance cards
• May coordinate travel reservations for guests and for special requests by management
• Run local errands as requested by management
• Assist Marketing with tasks as requested
• Binding/laminating as requested
• Printing/Binding of VLM Manuals and Company Handbook as requested 
• Administer issuance and collection of safety equipment for guests
• Assist with evacuation process and coordinate with Safety Department as requested 
• Support General Services by receiving general building maintenance issues/needs requests and reporting to facilities management 
• Oversee postage machine usage and needs  
• Perform other duties as assigned

Please note: this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice. It is expected that this cross-functional role will perform other duties as assigned.

Requirements

Qualifications and Skills:

This role is pivotal in coordinating the company's customer service activities. The individual in this position must have a high degree of integrity, resourcefulness, and professionalism in working with both internal and external customers. Relationship building, customer service, and the ability to follow up in a timely manner are critical for success. The ideal candidate will have relative experience, excellent communication and time management skills, and manufacturing aptitude.  

• Minimum education requirements are a high school diploma or its equivalent
• Minimum of 2 years of related experience in cross-functional administrative and front desk activities
• Excellent communication and computer skills, and standard office equipment aptitude are a must 
• Excellent written communication skills ensuring both internal and external communications are done in a professional and accurate manner is a must 
• Proficiency with planning, prioritizing, and organizing is a must
• Customer service skills such as speaking clearly and consistently and demonstrating a professional attitude is a must 
• Adaptability to changes in the work environment, managing competing demands, dealing with frequent change, delays, or unexpected events is a must 
• Attention to detail and accuracy is a must 
• Confidentiality of all customer and employee data is a must 
• Proficient with MS Office Suite is a must 

Work Environment: 

To perform the essential functions of this role, a successful candidate may be required to operate equipment and tools such as a telephone, computer, and other general office equipment. This position may require the ability to bend, stoop, kneel, crawl, speak and listen on a telephone and in-person, and type on a computer and view a computer screen, among others. This position may have visual, hearing, dexterity, and mental demands. Reasonable accommodation may be made, wherever practical, to enable individuals with disabilities to perform the essential functions of this role. 

Physical Qualifications: 

Work Environment (Position / % of time per day or frequency): 

Walking / 20%

Standing / 20% 

Sitting / 70%  

Twisting, turning, and squatting / 20%  

Climbing / Stepladder occasional 

Lifting / Up to 25 lbs.