Receptionist

Job Summary

The Receptionist will be the first point of contact for Ferrara Fire Apparatus. This position will offer administrative support across the organization. The Receptionist is responsible for greeting, welcoming, and directing guests. This position will also coordinate front-desk activities including answering phone calls, directing phone calls, and distributing incoming and outgoing mail/express envelops.

Responsibilities

• Greet and welcome guests as soon as they arrive at the office in a friendly and professional manner.
• Determines visitor needs and notifies appropriate parties, may direct visitors to the appropriate person and office.
• Answers incoming phone calls promptly and courteously. Screens calls to determine appropriate person to direct caller to.
• Fully screens incoming HR calls to inform HR of who the caller is.
• Takes complete and accurate messages when an individual is unavailable and distributes messages in a timely manner.
• Places phone system on “night ring” mode at the end of the day. Checks for messages and distributes appropriately each morning.
• Provide basic and accurate information in-person and via phone/email.
• Receive incoming mail, express envelops, and courier deliveries. Sorts and distributes employee mail by placing in mailbox. Express envelops and courier deliveries are distributed directly to the recipient in a timely manner.
• Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures).
• Order front office supplies and keep inventory of stock.
• Ensures that reception area is monitored at all times and coordinates with other employees to ensure substitute during absences.
• Updates the customer welcome screen on a daily basis.
• Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing as needed.

Requirements

• A high school diploma is required.
• Experience as a receptionist/switchboard operator is preferred.
• Excellent communications skills and customer service mindset.
• Ability to be resourceful and proactive when issues arise.
• Excellent organizational, multi-tasking, and time management skills.
• Proficiency in Microsoft Office Suite.
• A professional attitude and appearance.