Receptionist

SUMMARY: Provides great customer service to company staff and guests, general office support with a variety of clerical activities and related tasks. The receptionist will be responsible for answering incoming calls, directing calls to appropriate associates, mail distribution, flow of correspondence, requisition of supplies as well as additional clerical duties. ESSENTIAL FUNCTIONS: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Ensures office is unlocked, all lights are on, and is ready to response to staff, clients or calls by 8 am. Is knowledgeable of corporate organization, scope of services offered and key personnel for the completion of position requirements. Answers phone call with company name and greeting and directs the caller to the appropriate associate. Will transfer a caller to an associate’s voice mailbox when the associate is unavailable. Greets and welcomes visitors into the office and ensures they are promptly attended to by oneself or requested staff. Takes and retrieves phone or in-person messages left for company personnel and provides staff with message via email. Provides callers with information such as company address, directions to the company location, company website and other related information. Receives, sorts and forward’s incoming mail. Maintains and routes publications. Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.). Assists in the ordering, receiving, stocking and distribution of office supplies, including kitchen and conference room water supplies maintaining proper stock levels. Assists in organizing events, scheduling meetings, planning/coordination travel arrangements with all departments and other activities. Assists with other related clerical duties such as photocopying, faxing, filing and collating for all departments. Manage conference room calendar and coordinate with staff should there be conflicting requests. Maintain common areas (Conference rooms, Break room, Lobby): should include removal of any trash, disinfecting the tables, and rearrange the chairs after each meeting. Process credit card payments for clients over the phone or in person and provide scanned copy of receipt to specific department. Deliveries/pick up of mail, errands, and packages may be required. Perform data entry tasks, including entering gas receipts and other relevant financial information into QuickBooks or other accounting software. Ensure accurate and timely entry of data, maintaining proper categorization and documentation for expense tracking and reporting purposes. Other duties as assigned.