Job Description

The receptionist will be responsible for answering incoming calls, directing calls to appropriate associates, screening calls, flow of correspondence, requisition of supplies as well as additional clerical duties. Provides general office support with a variety of clerical activities and related tasks.

ESSENTIAL FUNCTIONS

FRONT DESK

1. Answers incoming telephone calls, determines the purpose of callers, and forwards calls to appropriate personnel or departments.
2. Takes and delivers messages or transfers calls to voicemail when appropriate personnel are unavailable.
3. Provides callers with information such as company address, directions to the company location, company fax numbers, company website and other related information.
4. Welcomes on-site visitors, determines the nature of business, and directs visitors to appropriate personnel .
5. Monitors visitor access via the security cameras.
6. Maintains fax machines, assists users, and retrieves and routes incoming faxes.
7. Administrative projects as assigned in Word, Excel, etc.
8. Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.)
9. Mail birthday and anniversary cards/letters to employees when appropriate .
10. Works on additional projects as assigned by administrative managers when the department is slow.

CALL CENTER - this may be added in as front desk training is mastered as needed.

1. Receives, records, and distributes work orders to technicians upon clients’ requests for service and receives and processes client supply orders by performing the following duties.
2. Records information such as name, address, system to be repaired, or service to be rendered .
3. Assist clients with any issues that may arise. Act as the main point of contact to ensure that the clients’ needs have been met and relay this information to the appropriate employee to keep them in the loop.
4. Dispatches service calls and distributes them to appropriate field service technicians.

1. Schedules service calls and dispatches field service technicians.
2. Keeps record of service calls and work orders through a computerized system.
3. Relays messages and special instructions to field service technicians and other departments.
4. Key orders for supplies such as toner, toner bags, drum units, etc.
5. Key service tickets into a computerized system upon completion of the service calls.
6. Receive and process spreadsheet orders received through mail or fax.
7. Process rebills for incorrect orders and write up credit paperwork to be completed by Order Processing when applicable.
8. Write up client file maintenance forms when applicable.
9. Field client complaints and resolve or forward to the appropriate department .
10. Generate any applicable daily reports.
11. Special projects as assigned.

COMPETENCIES

1. Flexibility.
2. Communication Proficiency.
3. Collaboration Skills.
4. client/Client Focus.
5. Technical Capacity.

SUPERVISORY RESPONSIBILITY

This position has no supervisory responsibilities.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position works in an office environment. The noise level in the work environment is usually moderate.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is rarely required to stand and walk, stoop, kneel, crouch, or crawl. The employee is frequently required to sit; use hands to finger, handle, or feel; reach with hands and arms; The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

POSITION TYPE & EXPECTED HOURS OF WORK

This is a full-time (40 hours per week), non-exempt position. Expected workdays and hours of work are Monday through Friday, 7:30 - 4:30 pm.

TRAVEL

No travel is expected for this position.

REQUIRED EDUCATION & EXPERIENCE

1. High school diploma or general education degree (GED).

PREFERRED EDUCATION & EXPERIENCE

1. Associate’s degree.
2. One year of administrative experience.

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

EXPECTATIONS

Professionalism: Front desk receptionists are often the first point of contact for clients, visitors, and employees, so it's essential to maintain a professional demeanor at all times. This includes being polite, courteous, and well-groomed.

Excellent Communication Skills: Strong verbal and written communication skills are crucial for effectively interacting with people both in person and over the phone. Receptionists should be able to convey information clearly and accurately.

Customer Service Orientation: Providing excellent customer service is a key responsibility of a front desk receptionist. This involves being attentive to the needs of visitors, addressing inquiries or concerns promptly and courteously, and ensuring that guests have a positive experience.

Organization and Time Management: Front desk receptionists often juggle multiple tasks simultaneously, such as answering phones, scheduling appointments, managing inquiries, and handling administrative duties. Being organized and able to prioritize tasks efficiently is essential. If unsure of a priority, ask.

Problem-Solving Skills: Receptionists may encounter various challenges throughout their day, such as resolving scheduling conflicts, dealing with irate visitors, or troubleshooting technical issues. The ability to think quickly on their feet and find effective solutions is important.

Attention to Detail: Receptionists often handle important documents, appointments, and messages, so being meticulous and accurate in their work is essential to avoid errors and ensure that information is properly recorded and communicated.

Confidentiality and Discretion: Front desk receptionists may have access to sensitive information, so maintaining confidentiality and exercising discretion in handling confidential matters is crucial.

Teamwork and Collaboration: While receptionists may primarily work independently at the front desk, they also need to collaborate with other team members and departments, such as relaying messages or coordinating appointments.

Flexibility and Adaptability: Front desk receptionists may encounter unexpected situations or changes in workload, so being flexible and adaptable is important to handle these challenges effectively.

EQUAL OPPORTUNITY EMPLOYER

Modern Office Methods provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

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