Now Hiring – Receptionist
We are looking for a Receptionist to manage our front desk on a daily basis and to perform a variety of administrative and clerical tasks.
As the Receptionist, you will be the first point of contact for our company. Our Receptionist’s duties include offering administrative support across the organization. You will welcome guests and greet people who visit the business. You will also coordinate front-desk activities, including distributing correspondence and redirecting phone calls.
To be successful as a Receptionist, you should have a pleasant personality, as this is also a customer service role. You should also be able to deal with emergencies in a timely and effective manner, while streamlining office operations. Multitasking and stress management skills are essential for this position.
Ultimately, the Receptionist’s duties and responsibilities are to ensure the front desk welcomes guests positively, and executes all administrative tasks to the highest quality standards.
Responsibilities
Office Procedures
- Receiving visitors at the front desk by greeting, welcoming, directing, and announcing them appropriately
- Answer the main phone line and prevent the necessity of answering by the sales team
- Check Company voicemail and forward to the appropriate person
- Retrieve and distribute all mail parcels in a timely manner
- Notarize business documents, as needed
- Order office supplies and keep inventory of stock
Customer Procedures
- Accounts Receivable collections via telephone
- Maintain Customer files
Freight/Shipping Procedures
- Schedule and manage shipment of all finished goods
- Obtain Freight rate quotes for orders to be shipped and special services
- Assist Freight Carriers and/or Customers with Customs documents
- Schedule freight/package returns to MEE
- Schedule shipments for trade shows
Vendor Procedures
- Create new Vendor in QuickBooks
- Maintain accurate records of Point of Contact information
- Enter bills into QuickBooks
- Vendor correspondence regarding invoice inquiries and payment inquiries
Requirements and Skills
- Proven work experience as a Receptionist, Front Office Representative, or similar role
- Proficiency in Microsoft Office Suite
- Knowledge/familiarity with QuickBooks desktop
- Hands-on experience with office equipment (fax machines and printers)
- Profession attitude and appearance
- Solid written and verbal communication
- Ability to be resourceful and proactive when issues arise
- Excellent organizational skills
- Multi-tasking and time-management skills, with the ability to prioritize tasks
- Positive Customer Service attitude
- Excellent communication skills and the ability to work in a team environment