Job description
Overview:
The Executive Facilities Assistant (Reception) is responsible for providing office and clerical services supporting executive staff such as scheduling of executive calendars, meeting coordination and additional duties as assigned by executive staff. Additionally they are responsible for the greeting of guests or callers with a positive upbeat attitude giving a good first impression and ensuring a good rapport with people to make them feel welcome and at ease. Maintaining an efficient and effective manner while managing the front desk operations. Maintaining a reliable level of security (access control. Property removal, etc.) is a very important function of this position. All duties must be carried out and navigated with a high sense of professionalism. Registration of visitors for access control is essential.
Responsibilities:
- Operates with professionalism, tact, and a positive personality when greeting the public and our associates in main office lobby, registering visitors, checking nature of call, directing them to proper company representatives and answering general questions.
- Assures services provided to visitors are in working order, including waiting area, lobby displays, welcome board, lobby telephone, etc.
- Assists visitors by giving directions to other area locations, calling transportation, providing phone service and other routine services.
- Operates switchboard, handling incoming calls and all outgoing calls not processed by automatic dial system. May keep records of special calls, as required.
- Encodes employee access cards.
- Operates public address call system to locate personnel not at their desks or make special announcements.
- Operates and maintains fax machines for sending and receiving faxes.
- Updates and maintains the direct inward dial list and phone guide monthly. Prints and distributes to conference rooms.
- Updates and maintains the front desk manual and informational posters.
- Assists Executive Staff, with projects, special assignments, and other requests as needed.
- Coordinates scheduling and the administration of information for Executive staff and other programs as needed.
- Assists Executive staff and other departments with clerical duties, i.e. processing Purchase Orders, invoices, consumer rebate programs, keying warranties, etc.
- Insures Property Removal Passes are signed and valid before forwarding to security.
- Maintains Executive Staff Calendar.
- Plans and schedules coverage for the front desk.
- Trains back-up associates in all areas of the process.
- May be required to perform other duties as assigned.
Required Core Competencies
- Functional/Technical Expertise
- Global Business Acumen
- Self-Management
- Learning Versatility
- Delivers Results
- Judgment and Decision Making
- Managerial Courage
- Continuous Improvement
Required Experience / Education
- Degree minimum: HS education
- Experience level: 1-2 years in an office environment and clerical role
Specialized Training / Education Preferred
- Associates degree
- Proficient computer skills, including Outlook, Word and Excel
- Oracle experience or willingness to learn
Skills Required
- Solid communication skills
- Ability to manage multiple tasks simultaneously
- Excellent MS Word and Excel program skills
- Always maintain a professional image and approach
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