Receptionist/Admin Support

About the role

Maintains and updates staff member availability continuously to receive and forward incoming calls. Operates standard office machines, including personal computers, various software, fax, calculator, phone, printer/copier, and shredding machine. Enters information on received calls, updates, and maintains accurate records and employee directories. Responds effectively and clearly to requests in person or over the phone, and to written or verbal instructions. Communicates in writing and verbally between suppliers, customers, visitors, enquirers, or relevant staff. Orders and distributes office supplies; maintains supply order/purchase records and receipts, including UMOS purchase orders and invoices for submission to UMOS Accounting Department. Receives mail and incoming faxes; reviews and prepares mail and faxes for distribution, including date-stamping, sorting, placing in staff/department mailboxes, and posting outgoing mail. Establishes and maintains efficient working relationships with managers, supervisors, co-workers, and customers. Performs reception tasks in an effective, professional, and gracious manner. Files data and performs assigned clerical duties. Pursues personal development of knowledge and skills required for efficient performance. Attends required meetings and trainings, and performs special projects and other related duties as assigned.

Qualifications

• High school diploma or equivalent
• Six to twelve months' experience in customer service or office setting
• Bilingual Spanish/English verbal and written required
• Experience with receiving calls and operating a multiline phone system
• Impressive telephone etiquette and experience responding to difficult situations with diplomacy
• Great communication skills and ability to work with others in a close environment
• Ability to understand and execute written and verbal instructions
• Basic computer skills and proficient in Microsoft Outlook, Word, Excel
• Good organizing and planning skills
• Able to deliver excellent customer service, externally and internally
• Able to react effectively and calmly in emergencies
• Able to maintain customer confidentiality
• Should work under rigorous pressure and meet close deadlines

Work environment, physical, and sensory demands

While performing the duties of this job, employees are required to communicate or listen intently. Frequently required to stand and sit. Occasionally required to walk; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. Must frequently lift and/or move up to 20 pounds. Specific vision abilities required include close vision, distance vision, and ability to adjust focus. Frequently exposed to moderate temperature generally encountered in a controlled or uncontrolled temperature environment. Exposed to moderate noise levels depending on equipment used. Regularly required to use typical office equipment including phones, computer systems, fax machines, copy machines. Usage varies by position.

Pay

$18.22 to $22.78 per hour, depending on experience.