Receptionist & Record Coordinator

Non-Exempt

General Definition of Work

Is responsible for providing professional front-office and administrative support while coordinating the organization, maintenance, and retrieval of records. This position serves as a primary point of contact for visitors, vendors, and staff, manages routine communications and scheduling, and ensures that physical and electronic records are accurately maintained, properly organized, and handled confidentially.

Qualification Requirements

• High school diploma or equivalent preferred
• Strong verbal and written communication skills
• Basic computer skills, including emails, Microsoft Office, or similar software

Salary

Pay Grade NC09

Reports to

Director of Facilities

Essential Functions

• Greet and assist visitors, vendors, and customers professionally.
• Answer, screen, and route incoming phone calls.
• Schedule and confirm appointment and meetings for conference rooms.
• Respond to emails and general inquiries.
• Maintain calendars, records, and office files.
• Maintain an organized and welcoming reception area.
• Handle confidential information appropriately.
• Input and update work order information in a computerized maintenance record program and generate periodic reports.
• Maintain employee and school data.
• Assist in taking inventory counts of records.
• Obtain work order data, collect and summarize, furnish and transmit in the form of reports.
• Assist callers with work order input and provide routine information.
• File cards, correspondence, records, and related materials.
• Generate and distribute work orders.
• Manage work order system including employee training and re-direction of work orders as needed.
• Work with vendors/contractors to complete work orders when needed.
• Furnish reports based on work order data to meet the needs of supervisors.
• Close out work orders (update status, add technician labor and parts/purchases to work orders).
• Front office/receptionist responsibilities: key log, office supplies, assist with copier/fax machines.
• Manage Lobby Guard program for maintenance staff and check in all visitors/meeting attendees.
• Perform related tasks as needed or as directed by a manager.

Knowledge and Skills

• Knowledge of general office and administrative procedures.
• Knowledge of office equipment, telephone systems, and computer applications.
• Knowledge of customer service principles and professional office practices.
• Ability to accurately enter, update, retrieve, and verify information.
• Ability to prioritize tasks and meet deadlines.
• Ability to adopt established records to standard personal computer software packages.
• Ability to perform numerical analysis functions.
• Ability to communicate effectively both orally and in writing.
• Ability to work independently and as part of a team.
• Ability to maintain effective working relationships.

Physical Requirements

This work requires the occasional exertion of up to 10 pounds of force; work regularly requires sitting, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires standing, walking, stooping, kneeling, crouching or crawling, reaching with hands and arms, pushing or pulling and lifting; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data, operating machines and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).

Special Requirements

Must possess a valid North Carolina driver's license and maintain a safe driving record.

Disclaimer

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job