Receptionist, Office Services

About the role

The Receptionist assists all employees, customers, vendors and other outside callers by effectively answering 700+ calls per day on the main telephone system. The call volume increases during flu season. Greets guests to the Company and announce the visitors to the appropriate team member or department. Maintains a neat and attractive reception area.

Responsibilities

• Answer all incoming telephone calls by the 3rd ring in a friendly and professional manner and direct them to the appropriate person for assistance.
• Maintain the Receptionist Handbook that includes all Reception standard operating procedures (SOPs).
• Periodically reviews and updates as needed.
• Receives all guests to the company, ensuring that they feel welcome and are received by team members in a timely manner.
• Receives and distributes incoming mail.
• Receives and distributes packages, flower arrangements, and deliveries to team members.
• Affords assistance to FFF and Nufactor Department Managers with typing of letters, documents, and reports, faxing, alphabetizing documents, making labels and other similar duties and projects as needed.
• Assists in the implementation and maintenance of certain programs within the company such as recognition programs.
• Processes invoices in a timely manner against what was ordered and submits to Accounts Payable for processing.
• Issues and tracks the High 5 Program and gift cards.
• Provides backup to the Office Services Coordinator position and helps to sort and distribute mail, processes outgoing mail and process FedEx packages as needed.
• Creates monthly calendars and for distribution to all team members. Uploads to InFFFocus.
• Creates and updates the Company phone list monthly and post on InFFFocus monthly.
• May participate on the Wellness Committee and may be asked to work on Company Events.
• Assists in decorating the Lobby for Holidays.
• Adheres specifically to all company policies and procedures, Federal and State regulations and laws.
• Displays dedication to position responsibilities and achieve assigned goals and objectives.
• Always represents the Company in a professional manner and appearance at all times.
• Understand and internalize the Company’s purpose; Display loyalty to the Company and its organizational values.
• Display enthusiasm and dedication to learning how to be more effective on the job and share knowledge with others.
• Work effectively with co-workers, internal and external customers and others by sharing ideas in a constructive and positive manner; listen to and objectively consider ideas and suggestions from others; keep commitments; keep others informed of work progress, timetables, and issues; address problems and issues constructively to find mutually acceptable and practical business solutions; address others by name, title, or other respectful identifier, and;
• Respect the diversity of our work force in actions, words, and deeds.
• Comply with the policies and procedures stated in the Injury and Illness Prevention Program by always working in a safe manner and immediately reporting any injury, safety hazard, or program violation.
• Ensure conduct is consistent with all Compliance Program Policies and procedures when engaging in any activity on behalf of the company.
• Immediately report any concerns or violations.

Qualifications

• High School diploma or equivalent required.
• Bachelor’s degree in related field preferred.
• Takes initiative and thinks “out of the box” when assigned projects or program implementations.
• Phone console with multiple lines and paging system.
• Minimum two (2) years receptionist/Administrative Assistant experience in a professional environment.
• Previous experience with main line telephone responsibilities; including handling high volume of calls as 700+ per day. During flu season calls will peak to 1200 calls per day.
• Prior experience in a fast-paced work environment; capable of managing multiple tasks/projects at one time, with a positive calm approach.
• Must be able to represent the company in a professional manner at all times.
• Demonstrated initiative in past positions.
• Able to take a creative approach to assignments when applicable.

Skills

• Excellent verbal and written communication skills.
• Ability to handle a variety of situations and needs from callers in a calm, friendly, efficient manner is required.
• Ability to maintain confidentiality in some situations and sensitivity to the needs of the caller is required.
• Ability to handle multiple tasks and projects while producing quality work in a timely manner.
• Ability to receive work directives from more than one person; able to prioritize those directives and meet the needs of all customers.
• Typing skills of 45 wpm or better.
• Intermediate Microsoft Word, Excel and PowerPoint skills.
• Strong organizational skills.
• The ability to work with limited supervision and as part of a team.
• Sound decision-making abilities.
• Bi-lingual Spanish a plus.

Physical Requirements

• Vision, hearing, speech, movements requiring the use of wrists, hands and/or fingers.
• Must have the ability to view a computer screen for long periods and the ability to sit for extended periods.
• Must have the ability to work the hours and days required to complete the essential functions of the position, as scheduled.
• The employee occasionally lifts up to 20 lbs.
• The employee occasionally kneels and bends.
• Working condition include normal office setting.

Mental Demands

• Learning, thinking, concentration and the ability to work under pressure, particularly during busy times.
• Must be able to pay close attention to detail and be able to work as a member of a team to ensure excellent customer service.
• Must have the ability to interact effectively with co-workers and customers, and exercise self-control and diplomacy in customer and employee relations’ situations.
• Must have the ability to exercise discretion as well as appropriate judgments when necessary.
• Must be proactive in finding solutions.

Required Education

High School diploma or equivalent required. Bachelor’s degree in related field preferred.