Receptionist

Overview

The Receptionist serves as the first point of contact for visitors and callers, often creating the first impression of a business or organization. The role plays a crucial role in ensuring the smooth operation of an office by managing communication, providing assistance and creating a positive first impression for visitors and callers.

Responsibilities

• Welcoming guests as they arrive, ensuring they feel comfortable and attended to
• Managing incoming calls, directing them to appropriate person or department and taking messages when necessary
• Handling incoming and outgoing mails, emails, and faxes and ensuring they reach the intended recipients promptly
• Coordinating appointments and meetings for staff members, ensuring schedules are organized and conflicts are minimized
• Offering information about the company, its services and its policies to visitors and callers
• Supporting administrative staff with tasks such as data entry, filing and document preparation
• Keeping the reception area clean, organized and welcoming including ensuring reading materials are up-to-date
• Monitoring visitor access and issuing visitor badges when necessary, ensuring the security of the premises
• Using office equipment such as telephones, fax machines and photocopiers proficiently
• Resolving minor issues and inquiries independently and escalating more complex matters to the appropriate personnel
• Keeping accurate records of visitor logs, phone calls and other relevant information
• Following company policies and procedures regarding visitor management, confidentiality and security protocols
• Offering assistance and support to colleagues and other staff members as needed
• Other duties may be assigned

Qualifications

• Valid Florida Driver’s License with an acceptable driving record (in accordance with our Driver’s License and Motor Vehicle Record Check Criteria)
• Ability to pass a background check screening in accordance with Florida’s Jessica Lunsford Act (or equivalent state classification).
• Ability to read, write, and comprehend simple instructions, short correspondence, and memos. Knowledge of written communication formats and composition, including grammar and vocabulary. Ability to present to one or more people, including customers, clients, and other employees of the organization. Ability to speak effectively with colleagues, supervisors, and customers/clients.
• Computer skills sufficient to operate a laptop and cell phone, including sending and receiving emails, preparing and presenting PowerPoint presentations, and learning Deltek Vision, SAP Concur, and CRM software.
• Mathematical skills sufficient to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw or create, and interpret, bar graphs.
• Reasoning ability to handle multiple and changing priorities concurrently. Ability to work with problems and deal with a variety of variables. Ability to apply common sense to carry out instructions furnished in written, oral, or diagram form. Ability to effectively communicate about products, services, and technical requirements to both the client/customer and employees within UES.

Preferred Qualifications:

• High school diploma or equivalent (GED)
• Exceptional verbal and written communication skills
• Demonstrated organizational skills and ability to multitask effectively
• Proficient telephone etiquette with clear and courteous communication
• Previous experience in a customer service or administrative role may be advantageous

Physical Demands & Work Environment

• Required to drive, stand, walk, use hands to type, handle, or feel; reach with hands and arms; climb or balance, talk, and hear. Standing or sitting for extended periods of time may be required.
• Lifting and/or moving up to 10 lbs. is expected.
• The noise level is usually moderate.