Receptionist/Admin Support

Essential Duties & Responsibilities for the Receptionist

• Greet and welcome guests when they arrive at the office
• Direct visitors to the appropriate person and office
• Ensure reception area is tidy and presentable
• Answer, screen and forward incoming phone calls
• Provide basic and accurate information in-person and via phone/email
• Receive, sort and distribute daily mail/deliveries
• Process outgoing mail
• Print and mail invoices
• Process Accounting, Licensing & Contracts mail by scanning, tasking and scheduling in the applicable system
• Maintain agency shared calendars
• Scan mail and assign in ImageRight
• Assign unassigned tasks in ImageRight
• Download and assign webmail in ImageRight
• Print and mail certificates and auto ID cards
• Print and mail proposals and policy books
• Generate monthly production reports
• Generate ad hoc reports as needed
• Update quarterly pivot tables
• Generate quarterly sales scorecards
• Order and maintain inventory or office & break room supplies
• Coordinate and schedule approved travel
• Coordinate company events and required catering
• Order flowers and food as needed for employee events (bereavement, birth of baby, retirement, etc.)
• Perform other clerical receptionist duties such as filing, photocopying and faxing.
• Performs other related duties and tasks as necessary or as assigned. 

Requirements

• High School diploma or equivalent required. 
• Minimum of 2 years of administrative experience. 
• Proficiency in Microsoft Windows, Microsoft Office 365, Word, and Excel. 
• Self-motivated with the ability to manage multiple tasks and meet deadlines with minimal supervision. 
• Excellent verbal and written communication skills, with the ability to convey key information clearly and effectively. 
• Demonstrated initiative and willingness to take on additional responsibilities as needed. 
• Strong commitment to teamwork, collaboration, data analysis, and process improvement. 
• Self-starter with the ability to work independently, follow direction, and take ownership of assigned responsibilities. 
• Strong attention to detail. 
• Bilingual skills preferred.