Weekend Receptionist/Customer Service

Receptionist The Receptionist is the first point of contact for The Keith Corporation, responsible for providing a professional and welcoming experience for guests, callers, and staff while utilizing a multi-line telephone system. This role offers comprehensive administrative support, primarily assisting the Executive Administrator (CEO's Executive Assistant), while balancing additional requests from staff. Duties include overseeing office logistics, managing communications, and ensuring the smooth operation of daily office functions. The Receptionist must demonstrate organizational excellence, maintain confidentiality, and strive to have a strong understanding of office operations and departmental functions.

Responsible for opening and closing the office, ensuring security by following established procedures, and using an app to lock and unlock designated areas.

Answer and screen calls on a multi-line phone system, taking messages or transferring calls as appropriate. Monitor all platforms of communication such as voicemails, emails, and messages regularly.

Contact courier service when needed.

Primary point of contact for general office questions and concerns.

Maintain and schedule conference rooms, including setup for meetings (seating, materials, IT needs, catering), and ensure rooms are refreshed after use.

Maintain and update various databases, spreadsheets, and reference guides.

Manage break room and copy room supplies, including inventory, ordering, and fulfillment.

Partner with HR to update employee phone and address lists as needed.

Manage various delivery and subscription accounts such as the Newspaper.

Collaborate with the Executive Administrator and Receptionist-Admin regularly.

Assist with coordinating, planning, and managing company events, lunches, and staff meetings.

Assist the Executive Administrator by handling inquiries, tracking projects and order updates, and touching base on their behalf. Serve as a liaison.

Serve as the point of contact for reporting Work Orders, including maintenance, cleaning, and security concerns for the building. Oversee the cleanliness and organization of the lobby, conference rooms, copy room, and break room, ensuring a polished and professional office environment.

Troubleshoot issues with various office appliances and equipment, coordinating with appropriate vendors, departments, or through our Work Order System for timely resolution.

Serve as liaison with Facility Management services for repairs, including cleaning, and security concerns.

Act as a backup for administrative roles, including assisting the Executive Assistant to the CEO and other Admins, as needed. Assume select EA responsibilities on her behalf as needed, including managing the CEO's morning routine.

Customer Service Mindset and excellent communication skills.

Knowledge of Polycom/8x8 telephone equipment or equivalent

Proficient in Word, Excel, Outlook, and other computer software as necessary

Ability to operate office equipment such as copiers, postage machines, etc.

This is a full-time, non-exempt position with normal working hours Monday through Friday, working approximately 40 hours per week. However, as business needs become necessary, after-hours, holidays, or weekends may be required.

Travel

Minimal travel is required for this position.

This position operates in a professional office environment. The Company provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.

In addition to federal law requirements, The Company complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

The Company expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.