Office Admin/Customer Service

Job Description

Job Description

Office Admin/Customer Service

About the Role:

Office Admin/Customer service serves as the primary point of contact for clients, visitors, and internal staff, ensuring a welcoming and professional environment. This role is critical for efficiently managing multi-line phone systems, handling inquiries, and directing calls to the appropriate personnel to maintain a smooth flow of communication. The Receptionist is responsible for performing general administrative duties, including managing correspondence, scheduling appointments, which support overall office operations. Additionally, the role involves courteously greeting clients and visitors, providing them with the necessary information, and promptly addressing their needs. By effectively managing front desk operations and administrative tasks, the role contributes significantly to the organization’s operational efficiency and positive public image.

Minimum Qualifications:

• Proven experience as a receptionist or in a similar administrative role.
• Proficiency in handling multi-line phone systems and demonstrating excellent phone etiquette.
• Strong organizational and multitasking skills to manage various office duties simultaneously.
• Basic computer skills, including familiarity with office software and copy machine operation.
• Excellent communication and interpersonal skills to interact effectively with clients and staff.

Preferred Qualifications:

• Knowledge of industry-specific terminology and procedures.
• Familiarity with scheduling software and office management systems.
• Ability to handle confidential information with discretion.
• Additional language skills to assist a diverse client base.

Responsibilities:

• Answer and manage multiple phone lines with professional phone etiquette, directing calls appropriately.
• Greet clients and visitors warmly, ensuring a positive first impression of the organization.
• Perform general office duties such as filing, copying, faxing, and maintaining office equipment, including copy machines.
• Schedule and coordinate appointments and meetings, maintaining accurate calendars for staff.
• Handle incoming and outgoing mail and correspondence efficiently.
• Maintain office supplies inventory and place orders as needed to ensure smooth office operations.
• Assist with general administrative tasks to support various departments within the organization.

Required Soft Skills:

• Ability to work without direct supervision.
• Excellent verbal communication skills.
• Excellent leadership, interpersonal, and conflict resolution skills.
• Coachable and willing to learn.
• Ability to communicate effectively both verbally and in writing.
• Ability to multitask.
• Strong attention to detail.

Physical Requirements:

(S)he will be required to sit and stand for long periods of time. Will be required to lift and move large amounts of paperwork (boxes of files). Will be required to stoop, bend, and reach above the head and below the knees to file and retrieve data.

I understand the description of this job and the essential functions, as given above. I also understand that all the duties are not described above and that I will perform those above and other related duties as directed by my supervisor.

Other:

Standard Hours: 7:30AM- 4:00PM (subject to management’s discretion). Working overtime, holidays, and weekends may be required.

Skills:

The required skills, such as managing multiple phone lines and demonstrating phone etiquette, are essential for handling high volumes of incoming calls professionally and efficiently. Receptionist duties and general administrative skills are applied daily to maintain organized office operations, including scheduling, filing, and correspondence management. Proficiency with copy machines and other office equipment ensures that document handling and reproduction tasks are completed accurately and promptly. Greeting clients with a friendly and professional demeanor helps establish a positive atmosphere and supports client relations. Preferred skills, such as industry knowledge and additional language abilities, enhance communication effectiveness and enable the receptionist to better serve a diverse range of clients and internal teams.

Prairie Farms Dairy Inc. has been, and will continue to be, an equal opportunity employer. To ensure full implementation of this policy, we will recruit, hire, train, and promote persons for all jobs without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, disability, or protected veteran status. The Company will not discriminate against any individual because of a physical or mental handicap, disability, or protected veteran status.