Job Overview:
The receptionist is the first point of contact for our company and will provide administrative support across the organization. You will handle the flow of people through the business and ensure that all receptionist responsibilities are completed accurately and delivered with high quality and in a timely manner. This position is temp to hire.
Key Responsibilities:
Answering Phones:
- Answer, screen, and forward incoming phone calls.
- Provide information to callers, take messages, or transfer calls to appropriate individuals.
- Manage and maintain the reception area, ensuring it is clean and welcoming.
Scheduling Meetings:
- Coordinate and schedule meetings for various teams and managers.
- Ensure meeting rooms are booked and prepared with necessary equipment.
- Send out calendar invites and reminders to participants.
Coding Invoices:
- Accurately code and process invoices for payment.
- Ensure all invoices are approved by the appropriate managers before processing.
- Maintain records of all invoices, receipts, and payments.
Arranging Conferences and Hotels:
- Plan and organize conferences that are vital to our extended learning.
- Arrange travel accommodations for conference attendees.
- Handle logistics and ensure all necessary arrangements are made.
Ordering Supplies:
- Maintain an inventory of office supplies and reorder as needed.
- Ensure all departments have the supplies they need for daily operations.
- Negotiate with suppliers to get the best prices and deals.
Approving and Submitting Travel Requests:
- Review and approve travel requests from employees.
- Ensure all travel arrangements are within company policy.
- Submit and track travel expenses and reimbursements.
Assisting All Managers:
- Provide administrative support to all managers as needed.
- Assist with special projects and tasks as assigned.
- Act as a liaison between managers and other employees.
Qualifications:
- High school diploma or equivalent; additional qualifications will be a plus.
- Proven work experience as a receptionist, front office representative, or similar role.
- Proficiency in Microsoft Office Suite.
- Professional attitude and appearance.
- Solid written and verbal communication skills.
- Ability to be resourceful and proactive when issues arise.
- Excellent organizational skills.
- Multitasking and time-management skills, with the ability to prioritize tasks.
- Customer service attitude.
This role requires a proactive and organized individual who can handle multiple tasks simultaneously while providing excellent service to both internal and external stakeholders.
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