Job Overview
- Reception hours are 8:30 am to 5:30 pm with one hour for lunch
- Meets and greets employees, clients and visitors in a friendly, prompt, professional and efficient manner
- Answer all calls within first two (2) rings, with a pleasant greeting and direct call to appropriate party of voicemail.
- Take a detailed message including full name (correct spelling), Firm Title, and call back number and the time of call. Attempt to cover all bases to notify the corresponding VP of his message. Email, call cell phone, send text message from your personal cell phone.
- Orders food and drinks for meetings, sets up meetings and ensures everything is cleaned up after the meeting is over
- Copy, file and mail the monthly bills
- The reception area is to be always attended after 8:30 am. Coverage is to be performed by Yadira, Karina and Alanna, in this order.
- While there may be times when eating (breakfast or lunch) at the reception desk is necessary, it should be the exception to the rule.
- Copier maintenance calls
- Konica Minolta Machine
- Maintain office and kitchen supplies.
- Sign for Preferred Business Solutions, Special Delivery, FedEx, UPS, etc. (open supplies / tabs order, and deliveries immediately to ensure accuracy of our order, then stock in appropriate locations)
- Review the Preferred Business Solutions invoice and highlight the supplies
- (Office Supplies - Blue, Cleaning Supplies - Green, Employee Welfare - Pink, Coffee, Tea, Soda, Water – Orange)
- Create, edit, and mail any correspondence requested by various parties, this includes regular mail, FedEx, UPS, Special Delivery)
- Copy documents and scans documents as needed
- Recycle Documents as needed
- Office building maintenance calls (also handled by others).
- Scheduling air/heat for holiday hours
- Create engagement letters to clients.
- General administrative and office tasks
- Assist operational manager as needed.
- Assist with special projects as needed.
- Perform other related duties as assigned.
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