RECEPTIONIST

Job Description

Job Description

RECEPTIONIST - Vancouver, WA

Job Summary

The Receptionist is responsible answering all incoming telephone calls and allocate them to the correct department in a timely manner. To greet visitors upon entering the main office, to ensure excellent Customer Service for both inside and outside customers.

Customer Service

• Provide excellent customer service to both internal and external customers.
• Take accurate information from caller and forward to appropriate department/personnel.
• Maintain company's voicemail greeting to ensure appropriate message is being accessed by our customers.
• Retrieve messages in the Company's general voicemail box and send to designated staff.
• Coordinate with Inside Sales Manager all telephone services when necessary.
• Greet visitors upon arrival in main office lobby in a professional and pleasant manner, and ensure they sign in and out of the visitor log.
• Maintain cooperative working relationship.
• Communicate in a clear, concise manner via verbal or written form with customers and the other departments within this organization.

Administrative

• Answer all incoming telephone calls within three rings and route calls accurately within seconds of initiation.
• Retrieve messages left in the company's voicemail box throughout the day and distribute accordingly.
• Administer incoming and outgoing mail.
• Assist with special mailings and special projects, which can be achieved without interfering with your telephone responsibilities.
• Assist the accounting department by folding and inserting invoices, debit memos, statements, credit memos, purchase orders and checks into envelopes for mailing.
• Maintain inventory for office supplies and kitchen.
• Order supplies for employees and note who placed the request.
• Provide copies of invoices.
• File, maintain, and rotate files to ensure that they are kept current.
• Maintain employee sign in/out sheet.
• Process all commission invoices, credits, and acknowledgements.
• Ensure kitchen is clean daily; on Friday notify kitchen duty staff that they are scheduled that day.
• Backup service coordinator when needed.

Marketing

• Credit card transactions for training sign-ups.
• Prepping for classes, organizing materials, room clean-up, etc.
• Visitor schedules, lobby monitor updates for visitors, etc.
• Business card ordering.
• Literature and system syzer ordering and shipping.
• Database entry and updates.
• Assistance with holiday gift ordering.

Safety

• Ensure that the emergency bag and employee sign in sheet is brought to the designated meeting location during a crisis or drill.

Competencies

• Flexibility
• Communication Proficiency
• Collaboration Skills
• Customer/Client Focus
• Technical Capacity

No Supervisory responsibilities

No Travel is required for this position.

Required and Education Experience

• High School Graduate or GED required.
• Requires quick response to multiple incoming telephone calls and the ability to relay accurate messages within acceptable time limits form onset of initial call. Must communicate clearly and in a pleasant manner on the telephone and in person.
• Must be able to read, write and speak English clearly.
• Pleasant personality and professional appearance and demeanor.
• Must be dependable.

Preferred and Education Experience

• Preferred at least 6 months heavy telephone experience in a sales-oriented office.