Receptionist

Nature and Scope of Position:

The Receptionist serves as the primary point of contact for the Rhode Island Community Food Bank, providing professional and courteous service to visitors, donors, volunteers, guests, vendors, and staff. This position is responsible for managing the reception area, answering and directing incoming telephone calls, and welcoming and assisting visitors.

The Receptionist supports the daily administrative operations of the Food Bank by coordinating the receipt and distribution of mail, packages, and other communications; maintaining office and breakroom supply inventories; and assisting with a variety of administrative projects and office functions. The position requires strong organizational skills, attention to detail, effective communication, and the ability to manage multiple priorities while maintaining a positive and professional image of the organization.

Responsibility:

The Receptionist reports to the Office Project Manager. The duties of the Receptionist include, but are not limited to:

• Answers all incoming calls and directs them to the appropriate Food Bank staff member.
• Welcomes all visitors to the Food Bank and directs them to their appropriate destination.
• Receives, logs, and distributes all incoming packages to the appropriate Food Bank staff person.
• Receives and sorts all internal mail and notifies Food Bank departments when the mail is ready for pick-up.
• Receives faxes from the fax machine and distributes them.
• As a backup, maintains office supply inventory and coffee/breakroom supply inventory, ensuring the supply cabinets are well stocked, organized, and items are ordered in a timely manner.
• Processes office supply requests for the various Food Bank departments and for the Food Bank general office supply closets.
• Places Amazon order requests in accordance with established procedures.
• Orders supplies for various office equipment including fax machines, printers, postage machine, etc.
• Manage Konica Minolta service ticket submissions and toner ordering to support uninterrupted office operations.
• Manage the reception break and PTO coverage scheduling in Teams.
• Assists the Finance and Administration, Development and Programs and Operations departments with projects as needed.

Qualifications:

• High school diploma or equivalent required; associate degree or additional administrative training preferred.
• Minimum of one to three years of receptionist, administrative assistant, customer service, or related office experience preferred.
• Conversational Spanish required.
• Excellent verbal and written communication skills.
• Strong interpersonal skills with the ability to interact professionally and courteously with visitors, donors, volunteers, clients, vendors, and staff.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
• Strong organizational skills and attention to detail.
• Ability to prioritize multiple tasks, manage competing demands, and meet deadlines in a fast-paced environment.
• Demonstrated ability to maintain confidentiality and exercise sound judgment.
• Ability to work independently and as part of a team.
• Experience operating standard office equipment, including multi-line telephone systems, copiers, printers, and postage equipment.
• Ability to maintain accurate records and manage office supply inventories.
• Commitment to providing exceptional customer service and representing the organization in a professional manner.
• Demonstrated reliability, dependability, and punctuality.