Administrative Skills, Billing, Communication Skills, Cook Dishes, Copying Machines, Customer Support/Service, Database Administration, Depth Perception, Documentation, Establish Priorities, Executive Assistant Skills , Fax Machines, Finance, Human Resources Customer Service, International Business, Interpersonal Skills, Leadership, Lift/Move 25 Pounds, Mail Processing, Marketing, Microsoft Office, Multitasking, Operational Support, Order Delivery, Organizational Skills, Photocopy, Physical Demands, Presentation/Verbal Skills, Project/Program Coordination, Property Maintenance, Record Keeping, Rentals, Team Player, Telephone Skills, Time Management, Travel Planning, Willing to Travel, Writing Skills
Receptionist Administrative Assistant
JOB SUMMARY:
Serves as the first point of contact for visitors, customers, and employees while providing exceptional customer service and maintaining a professional office environment. This role combines traditional receptionist responsibilities with administrative and executive support, including office coordination, travel arrangements, mail processing, and assisting multiple departments with a variety of clerical and operational tasks.
JOB ACCOUNTABILITIES:
- Answers, screens, and directs incoming phone calls in a professional and courteous manner while serving as a central point of communication for callers, visitors, deliveries, and administrative support functions.
- Greets visitors, delivery personnel, and guests; determines the purpose of each person's visit and directs or escorts them to the appropriate location while monitoring building entry and visitor access to ensure a secure and efficient front office environment.
- Provides administrative support to company leadership, including assisting with day-to-day executive office operations and supporting leadership requests as needed. This includes requests to assist with ordering meals, preparing coffee or tea, or other tasks that enable leadership to operate efficiently.
- Receives, sorts, logs, scans, and distributes incoming mail, packages, courier deliveries, and other correspondence; coordinates outgoing mail and shipping activities, including postage processing.
- Assists the Finance, Human Resources, Customer Service, Marketing, and Operations departments with clerical, administrative, and special projects.
- Coordinates domestic and international business travel, including researching travel options, booking flights, hotels, rental vehicles, preparing itineraries, and maintaining travel documentation.
- Processes and maintains company records, reports, databases, administrative logs, invoices, and other documentation with a high level of accuracy.
- Coordinates visitor parking validations and assists with the day-to-day operation of the front office and general office operations, including building maintenance coordination and vendor visits as needed.
- Performs other duties and special projects as assigned.
COMPETENCIES:
- Excellent organizational and time management skills.
- Ability to prioritize competing responsibilities.
- Strong customer service and interpersonal skills.
- Ability to handle confidential information with discretion.
- Ability to anticipate needs and work proactively.
- Experience coordinating multiple projects simultaneously.
- Strong written and verbal skills, with the ability to positively communicate with all levels of employees: one on one, as well as in groups.
- Ability to work independently, multitask and work with a team in a fast-paced and high-volume environment with emphasis on accuracy and timeliness.
- Proficient with Microsoft Office Suite
SUPERVISORY RESPONSIBILITY:
This position has no supervisory responsibilities.
WORK ENVIRONMENT & PHYSICAL DEMANDS:
This job operates in a professional office environment. This role routinely uses standard office
equipment such as computers, phones, photocopiers, filing cabinets and fax machines. The physical
demands to successfully perform the essential functions of this job are as follows:
- While performing the duties of this job, the employee is regularly required to sit for prolonged periods of time; talk or hear.
- The employee is occasionally required to stand; climb or balance; and stoop, kneel, crouch or crawl.
- The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 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 non-exempt position. Days and hours of work are Generally Monday through Friday, 8:30 a.m. to 5 p.m.
TRAVEL:
This position has no travel requirements.
JOB QUALIFICATIONS:
- Minimum Education High school diploma or equivalent
- Minimum Experience: At least one year of experience in general secretarial and/or clerical work required
- Preferred Qualifications: 2+ years of receptionist, administrative assistant, executive assistant, or office administration 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.
COMPENSATION:
$18.00-$25.00/hr
To apply to this position, please send your resume and cover letter to:
hr@utechproducts.com
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