RECEPTIONIST - Spring Hill (M-F 8:30am-5:00pm)

Receptionist/Administrative Assistant - Spring Hill

We are seeking a professional and experienced Receptionist/Administrative Assistant to join our team. This is not an entry-level position; current experience in a receptionist or administrative role is required. The ideal candidate will serve as the first point of contact for our company and must exhibit excellent communication, organization, and multitasking skills.

Summary: Assist the client service representative and other team members.

Duties and Responsibilities include the following:

• Receives company, customer and vendor inquiries via telephone, mail, email, or walk in.
• Meets and greets clients as they enter or leave.
• Check the answering machine first thing in the morning and signs for any mail received.
• Orders clients gift cards, flowers and product prospectuses and tracks orders on internal spreadsheets.
• Responsible for keeping a fax log, phone log, & mail log of all faxes, calls & mail received. Ensuring that all documents received and transmitted are timed and date stamped.
• Sorts mail according to the company and clients last name.
• Answers multi-line telephone system, takes accurate messages, and screens and directs telephone calls for management in a professional manner.
• Has all guests sign in on the FTA Sign In Sheet.
• Manages Receptionist Front Desk Area, Lobby, Conference Rooms & Bathrooms for cleanliness & tidiness.
• Alerts REPs and/other staff members by calling or knocking on their door to inform them of clients arrival and/or meeting times.
• Assist to ensure complete and accurate client records, make corrections and modifications by contacting clients as needed.
• Routes all service calls to Client Service Manager (CSM) or New Business Manager (NBM); Routes sales calls for calendar changes to Client Relationship Manager (CRM) or Business Development Manager (BDM); routes all Tax Calls to Tax Manager (TAM).
• REC is responsible for emailing messages if CSM, NBM, CRM, BDM, TAM, or REPs are not available.
• Follows up with all employees and REPS to make sure all phone calls were returned by the end of the day.
• Responsible for receiving and adding prospects and clients seminar.
• Maintain an organized office calendar and schedules meetings and appointments as needed.
• Responsible for ordering lunch for REPs and picking up if needed.
• Composes, prepares, and proofreads correspondence, office memos and reports.
• Maintains files in an organized and accessible manner to include updating information, purging files on a regular basis and creating new filing systems as needed.
• Provides administrative support for special projects to include research, compiling data and preparation of summary reports based on results.
• Completes travel arrangements to include accommodations, transportation, and a prepared itinerary.
• Inventories and orders office supplies and equipment as directed.
• Responsible for viewing the Policies and Procedures Manual and Employee Handbook in more detail for the procedural guidelines.
• Performs other related duties as assigned.

Key Competencies:

• Professionalism.
• Advanced computer skills.
• Excellent planning and organizational skills.
• Excellent prioritization skills and information monitoring.
• Strong written and oral and telephonic communication skills.
• Attention to detail and accuracy.
• Maintaining confidentiality.
• Teamwork and excellent interpersonal skills.
• Client oriented with a strong commitment to client services, client relations, client satisfaction, and total client experience.
• Maintain accurate records and maintain confidentiality principles.
• Ability to multi-task.

Qualifications:

• Minimum of 1-year Current Receptionist/Administrative Assistant experience required.
• Strong Microsoft Office Experience Required (Word, Excel, Teams, Outlook) required.
• Ability to type 55+ wpm Required.
• Ability to work in a fast-paced environment.
• Strong attention to detail.

Benefits:

• 8:30am-5pm Mon-Fri.
• $15.00/HR.
• Paid Weekly.
• Health Benefits.
• Referral Program.
• Fosters Upward Mobility in both responsibilities and pay.

To schedule an interview, call, or text Alexandra at View phone number on click.appcast.io.

Inova Staffing is an Equal Opportunity Employer.