Operations Assistant

The Receptionist is responsible for lobby and reception coverage, administrative duties, administrative support, and coordination of various tasks associated with the office and all management and staff.

Essential Duties and Responsibilities

• Manages the answering/transferring of all incoming calls

• Greets/directs all visitors and non-visitors in lobby area

• Electronically process all incoming mail

• Prepare outgoing mail and overnight deliveries

• Coordinates scheduling and set up of ALL conference rooms for employees, clients, etc.

• Coordinates lunch meetings to include ordering, set up and clean up

• Maintain cleanliness of conference rooms, lobby and kitchen

• Distributes FAXES via email “continuously” throughout day

• Works with property management company to report building maintenance/repair issues

• Maintains contact lists for the office

• Ordering office supplies maintaining sufficient stock

• Assist operations or other departments on an as needed basis for reporting, data entry, deposits and any other administrative support

• Proven computer proficiency – Microsoft Office Suite (Outlook, Word, Excel, etc.)

The essential duties contained in this job description reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences, equalize peak work periods or otherwise to balance the workload.

Work Experience Requirements

• At least 1-2 years of experience in a receptionist or customer service role in an office environment

• Excellent oral and written English communications skills

• Superior customer service and problem solving skills

• Demonstrated proficiency with computer systems, including but not limited to Microsoft Office and automated agency management systems

• Ability to work in a team environment

• Ability to work a regular, full-time work schedule at HUB’s facility(s)