Summary of Position

The Reception Associate is the friendly face of our organization. You will set the tone for our office creating positive first impressions for clients, guests and all our employees. Using your excellent communication skills and attention to detail you’ll manage front desk operations, handle inquiries, and provide administrative support.  

Position Functions

• Front Desk:

• Answer phone calls; - answering and transferring all incoming calls/or voice messages as needed, returning voicemails  
• Greeting visitors in accordance with the visitor policies 
• Responsible for the organization and presentation of reception desk/area for proper first impression of the company to visitors 
• Manage all incoming and outgoing mail and parcels, including Efax  

• Guest Experience:
  • Greet & sign in guests
  • Responsible for visitor experience, including meeting room setup, ordering meals, and meeting room breakdown  

• Administration Tasks:

• Maintain an updated Employee Directory, assembly and distribution 
• Track weekly returned checks & bankruptcy notices
• Ensure that postage meter and copy machine are properly maintained, including monitoring for proper paper, ink, for main Xerox 
• Assemble and disperse New Hire Kits 
• Assists with Company-Wide Meetings as needed 
• Assist, support & coordinate needs for remote employees and remote office locations as needed. 
•  Other tasks assigned by manager

Knowledge, Skills, & Abilities

This position requires excellent administrative, interpersonal, and organizational skills including the ability to multi-task.  The candidate must be customer service oriented, demonstrate the ability to share knowledge and work effectively in a team environment. The candidate must possess excellent organizational, mathematical, verbal, written communication, and proofreading skills.  The candidate must be self-motivated and be able to work independently with general supervision.  The candidate must demonstrate a high level of professionalism, be able to work effectively in a team environment and interact with all levels of company staff including management, underwriting and claims with a customer service focus on internal and external customers. The candidate must be highly proficient in Microsoft Office products, and have keyboarding skills of 60 w.p.m.  Professional telephone etiquette is essential. 

Other Requirements

1-year of related office experience is preferred.    
Willingness to complete continuing education courses related to hardware, software and/or essential job skills is required. 

Physical Requirements

Must be able to sit for long periods of times, communicate via telephone, and operate a computer, postage meter, and copy machine. 

Supervisory Responsibilities

None

Equipment Used

Computer, telephone, copy machine, postage meter, shredding machine, and binding machine. 

Hours of Operation and Working Conditions

This position’s work hours are Monday through Friday 9am to 5pm, in a business-casual office environment.  A 30-minute lunch break is provided. 

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