Site Receptionist

People Incorporated; Fall River (MA); On-site; USD 21,000 - 30,000; Full time

Job summary

The Site Receptionist position at People Incorporated oversees the front office in Fall River and supports the agency with reception and clerical duties. You will operate a multiline phone system, greet visitors, manage mail and deliveries, and coordinate room calendars and guest check-ins.

Additional duties include HR clerical tasks, stocking supplies, maintaining lobby displays, and ensuring security through door checks and messaging.

Qualifications

• Knowledge of secretarial/office functions and basic typing/computer operations.
• MS Word, Excel, and Outlook proficiency.
• Valid driver’s license and ability to drive for work purposes.
• Strong organization, prioritization, and ability to work independently.
• Ability to multi-task and communicate well with others.
• Qualifying criminal background check and driving history required.

Responsibilities

• Operate multi-line telephone system, answer and screen calls.
• Unlock and lock the main building door daily.
• Receive and send faxes to appropriate person or division.
• Monitor and respond to two email accounts.
• Manage front reception area flow: mail, deliveries, visitors, badges, room bookings, and inquiries.
• Greet/screen visitors and notify the appropriate person of arrivals.
• Document and relay messages as needed.
• Maintain and update the lobby marquee.
• Update calendars to avoid overbooking; manage room capacity.
• Support check-in process for certain meetings.
• Place orders for departments and assist in stocking supplies.
• Manage stock of first aid supplies and monthly kits.
• Ensure sharps container levels and arrange disposal when necessary.
• Clerical support for HR: data updates, filing, scanning, calls, vouchers, references, documents.
• Respond to internal/external department inquiries regarding forms.
• Coordinate with HR to staff front reception during normal hours.
• Occasionally work after hours for evening orientations.
• Drive personal vehicle for purchases or HR errands as needed.
• Perform other duties as assigned.

Skills

Typing

Secretarial/office functions

Organizational skills

Communication

Multi-tasking

Driver's license

Education

High school diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

This position is for 1 month, possibility of Per Diem after that.

SUMMARY

The Site Receptionist is responsible for supervision and oversight of the reception area and the front office of People Incorporated?s main office at 4 South Main Street in Fall River, in addition to performing reception and office work in support of the Agency.

ESSENTIAL FUNCTIONS

• Operate Multi-line Telephone System, including answering and screening calls.
• Unlock and lock the main building door every day.
• Receive and send faxes to the appropriate person and/or division and program.
• Monitor and respond to two email accounts.
• Manage operation and flow of front reception area to include mail systems, deliveries, visitors, replacement badge requests, room bookings, swag requests, and applicant inquiries.
• Greet and/or screen visitors and employees and notify appropriate person of the visitor?s or employee?s arrival.
• Document and relay messages when appropriate.
• Maintain and update the marquee in the lobby area.
• Update room calendars based on requests, availability, and room capacity, ensuring the room calendars are updated at all times to avoid overbooking.
• Be available to support the check-in process of certain meetings.
• Place orders for various departments and assist in stocking supplies.
• Manage the stock of first aid supplies for the Agency and check the main building first aid kits monthly.
• Ensure the sharps container is at a level that is acceptable and request disposal when necessary.
• Perform clerical functions in support of the Human Resources department, including updating data, filing, scanning, making calls, submitting payment vouchers, following up with employees/applicants, conducting reference checks, conducting document review, and copying.
• Respond to internal/external department inquiries regarding forms.
• Coordinate with appropriate staff and the Director of Human Resources to assure front reception area is staffed during normal business hours.
• Occasionally work after normal business hours to support evening orientation.
• Drive personal vehicle to make purchases or conduct essential errands for the HR team as needed.
• All other duties as assigned by supervisor.

QUALIFICATION REQUIREMENTS

• You Must Perform Each Essential Function satisfactorily.
• Reasonable accommodations may be made to enable Individuals With Disabilities To Perform The Essential Functions.
• Knowledge obtained through attainment of a high school diploma or equivalent.
• Skill in secretarial/office functions, including, but not limited to, typing and computer operations.
• Skilled in Microsoft Word, Excel, and Outlook.
• Valid driver?s license and ability to drive for work purposes.
• Skill in organization, prioritization, and working independently.
• Ability to perform office functions, including, but not limited to, multi-line telephone operation.
• Ability to communicate and work with others cooperatively.
• Ability to multi-task.
• A qualifying criminal background check, driving record, and a valid driver's license are required.

WORK ENVIRONMENT

The work environment characteristics below are representative of those an employee encounters while performing the position: noise level is that of office, hospital, community, and home settings Business-related travel is required.

PHYSICAL DEMANDS

The work environment characteristics below are representative of those an employee encounters while performing the Essential Functions Of This Position. Reasonable Accommodations May Be made to enable employees with disabilities to perform the essential functions.