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:

1. Receives company, customer and vendor inquiries via telephone, mail, email, or walk in.
2. Meets and greets clients as they enter or leave.
3. Check the answering machine first thing in the morning and signs for any mail received.
4. Orders clients gift cards, flowers and product prospectuses and tracks orders on internal spreadsheets.
5. 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.
6. Sorts mail according to the company and client’s last name.
7. Answers multi-line telephone system, takes accurate messages, and screens and directs telephone calls for management in a professional manner.
8. Has all guests sign in on the FTA Sign In Sheet.
9. Manages Receptionist Front Desk Area, Lobby, Conference Rooms & Bathrooms for cleanliness & tidiness.
10. Alerts REPs and/other staff members by calling or knocking on their door to inform them of clients’ arrival and/or meeting times.
11. Assist to ensure complete and accurate client records, make corrections and modifications by contacting clients as needed.
12. 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).
13. REC is responsible for emailing messages if CSM, NBM, CRM, BDM, TAM, or REPs are not available.
14. Follows up with all employees and REPS to make sure all phone calls were returned by the end of the day.
15. Responsible for receiving and adding prospects and client’s seminar.
16. Maintain an organized office calendar and schedules meetings and appointments as needed.
17. Responsible for ordering lunch for REP’s and picking up if needed.
18. Composes, prepares, and proofreads correspondence, office memos and reports.
19. 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.
20. Provides administrative support for special projects to include research, compiling data and preparation of summary reports based on results.
21. Completes travel arrangements to include accommodations, transportation, and a prepared itinerary.
22. Inventories and orders office supplies and equipment as directed.
23. Responsible for viewing the Policies and Procedures Manual and Employee Handbook in more detail for the procedural guidelines.
24. 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.