Front Desk Admin

Job Summary

The Front Desk Admin is responsible for managing the front desk operations, which include greeting visitors, directing them appropriately, answering phones, and assisting in various office administrative tasks. 

Role and Responsibilities / Essential Functions

• Guest Reception: Warmly greet individuals entering the building, answer their queries, provide directions, notify the relevant staff of visitor arrival, and document details of all persons entering and exiting the building.

• Phone System: Operate a multiple-line phone system, directing calls to appropriate extensions, recording messages within the system, and facilitating conference calls as needed.

• Mail and Delivery: Receive and categorize incoming mail and deliveries, using the office system to distribute them. Oversee outgoing mail and packages, preparing them for pickup.

• Reception Area Upkeep: Ensure the reception space remains tidy and devoid of clutter.

• Support for Job Applicants: Guide potential employees by providing required materials like applications, pens, clipboards, and other resources like phone directories or Wi-Fi passwords.

• Finance Assistance: Support the finance department with tasks including filing, billing, data entry, and handling Accounts Payable and Receivable.

• Safety, Training, and Quality Assurance: Ensure that all front desk operations meet safety and quality standards and participate in relevant training as required.

• Other Duties: Perform other related tasks as assigned.

Requirements

  Required Skills / Abilities / Competencies

· Customer Service: Demonstrated experience or training in providing exceptional customer service.

· Technical Skill: Proficiency in computer systems and applications.

· Communication Expertise: Strong aptitude for both verbal and written communication.

· Autonomy: Ability to execute tasks with minimal supervision.

· Finance Knowledge: Familiarity with AP/AR processes is a valuable addition.

· Bilingual Capabilities: Proficiency in both English and Spanish is a significant advantage.

Education and Experience

· Education Requirements: High school diploma or equivalent.

· Experience Requirements: Minimum of two years in customer service and office roles.

· Work Authorization: Authorized to work in the US.

Mental/Physical Requirements

· Physical Stamina: Can remain seated or stand for extended periods while maintaining alertness. 

· Lifting: Occasional lift up to 30 lbs. 

Manual Dexterity: Proficient at using computer keyboards and handling paperwork efficiently.