Receptionist/Administrative Assistant; Account Services

Job Description

Job Description

Description:

The Receptionist/Administrative Assistant in Account Services primary responsibility is to manage CPC’s Reception area for efficient operation of the office while supporting the Account Services Department in all day-to-day customer-related responsibilities.

Requirements:

Responsibilities: Responsibilities include, but are not limited to: 

Reception:

• Greet and manage all walk-in traffic at 165 Oser Avenue including vendors and visitors.
• Answer and direct phone calls. 
• Maintains security by following procedures, issuing visitor badges.
• Sort and distribute inter-office mail and external mail.
• Order catering for meetings as required.
• Arrange travel itineraries for customers and employees as required, including car service, flight, hotel, etc. 
• Maintain conference rooms, executive areas and office supplies.
• Send calendar notifications for upcoming audits/visits from customers/agencies.
• General office administrative responsibilities. 

Account Services:

• Handle incoming calls from established accounts.
• Data input and scanning of purchase orders.
• Provide customers with tracking information and proof of delivery.
• Create agendas for customer visits.
• Work with in-house departments to gather data for customers’ open order trackers and ensure timely turnaround for sales.
• Prepare sample requests for mailing to existing and potential customers.
• Order product samples, as needed.
• Assisting Account Managers with other administrative responsibilities.
• Other responsibilities as assigned by Senior Management.

Qualifications:

• High School or GED diploma is required.
• Associate’s degree preferred.
• 1-2 years of work experience in an office environment preferred with reception experience a plus.

Required Skills:

• Excellent oral and written communications skills – Bi-lingual Spanish required.
• Motivated, detailed-oriented, organized, extremely personable and professional. 
• Excellent customer service skills.
• Ability to prioritize and multitask in a fast-paced environment. 
• Knowledge of MS Office.
• Knowledge of Smartsheet.
• Reliable and punctual with attendance.

Physical Demands:

• Required to use hands to handle or feel objects such as computer controls.
• May be required to lift and/or move up to 50 pounds. 
• Required to stoop, kneel, crouch, stand, bend, sit, talk, and hear. 
• Specific vision abilities required include close vision, ability to focus. 

Work Environment:

• Required to be present in the office to collaborate with peers and supervisors on an as needed basis.
• Potential to move between office sites/areas, including stairs, to complete job functions.
• Work/Travel schedule must be adhered to and/or changed as needed to meet business requirements.
• Employee work hours/schedule and/or shift are subject to change based on business needs and Management discretion. 

Personnel Protective Equipment or Attire Required for Position: 

• As needed.