Receptionist

Job Description

1. Occupational Summary

Objective :

The Receptionist will work under general supervision and will serve as the face of our company, ensuring a professional and welcoming environment for visitors and employees alike.

This position encompasses various administrative duties including reception, visitor management, mail handling, office supply management, and event coordination.

The ideal candidate will possess excellent communication skills, attention to detail, and the ability to multitask effectively.

Authorities :

This position will work with Suppliers / Customers the majority of the day and will have the power to enforce Visitor Access and Control Policy.

2. Essential Functions

• Manages and provides guidance for guest in accordance with Safran Seats Visitor Policy
• Sign all visitors into visitor tracking system upon arrival, ensuring compliance with security protocols, and connect them with their hosting employee.

Provide required PPE when necessary.

• Manage Group Employee Badges and Visits.
• Research and clear all Watchlist Visitors invited onsite. Update Watchlist with Terminated employees.
• Courteously and promptly answer multi-line telephones, directing calls to the appropriate contact.
• Sort and route incoming mail efficiently.
• Responsible for ordering company supplies, including Business Cards and Stock Inventory.
• Maintain and Control Company Vehicle Check In / Out
• Maintain a professional and clean work area, including the lobby and meeting rooms.
• Keep refreshments stocked for customers in Lobby and Executive Kitchen
• Coordinate a wide range of services for meetings, including audio-visual requirements, food and beverage requests, and conference room set-ups and clean up.
• Assist with company event coordination, including communication, ordering food, organizing awards, etc.
• Provide general administrative and clerical support as needed.
• Maintain awareness of facility needs and coordinate orders for facility items.
• Serve as the liaison for Southern Markets. Continuously monitor Lobby, Executive and Showroom stock of coffee, sugar, creamer, cups, and lids.
• Act as the 5S focal for the Lobby, Gallery, Mail Room, storage, and Executive Floor).
• Handle miscellaneous tasks and special projects as assigned.
• Perform other duties as assigned.

Complementary Description

Hours : Mon-Thurs 7 : 30am-5pm, Friday 8am-noon

Job Requirements

1. Qualification Requirements

A. Education & Qualification

• High school diploma or equivalent.
• Some experience in handling a multi-line phone system.
• Knowledge of administrative and clerical procedures.

B. Work Experience

• Familiar with Windows Operating System, knowledge of relevant software applications (spreadsheets, word processing, databases).
• The ability to multitask is essential.
• Customer service training preferred but not required.
• Must possess a high degree of poise and professionalism.
• Self-motivated with an ability to work as part of a team, or as an individual.

C. Professional Skills

• Must have the ability to generate written communication and to operate required office equipment.
• Ability to read and review written communication.
• Speech and hearing abilities that allow individual to communicate clearly and distinctly in English.

D. Behavioral Skills

• Ability to convince, Ability to take initiative, accept responsibility, Adaptability-flexibility, Autonomy, Availability for others, Building Relationships, Leadership, Self-confidence, Self-motivation, etc.
• Ability to solve problems and think strategically.
• Acts in accordance with company values and related competencies.

2. General Work Conditions

Physical Demands : This position requires extended periods of sitting while working with computers and viewing computer monitors and other office equipment.

Finger dexterity needed in using misc. office equipment such as telephone, computer and copy machine, etc. Bending, stooping, reaching, and lifting up to approximately twenty pounds are required during tasks related to the job

Work environment : The work environment includes office setting with moderate office noise

Specificity of the job

NONE

Last updated : 2024-07-08