Primary Purpose

Being responsible for handling headquarters front office receptionist and administrative duties that includes ensuring the best first impression to our employees, visitors, vendors and guests. As the first point of contact it is key to greet, direct, and announce guests courteously. As well as handle the flow of people and events within the space and complete the responsibilities accurately and timely.

Essential Functions

• Ensures Health & Safety is the number one goal by following policies, processes, and acting in a safe manner at all times.
• Maintain an orderly, professional reception area, supply and storage room, conference rooms, cafe, and all common areas. Front office reception area must be presentable at all times.
• Stock refreshments daily in Cafe. Maintain inventory and order food, beverage, and paper goods to maintain adequate supplies for our headquarters.
• Handle all general inquiries from employees, vendors and guests with professionalism.
• Direct calls accordingly; take accurate and detailed messages of inquiries.
• Greet guests, new hires, and prospective clients in a friendly, positive and sincere manner, making them feel comfortable when they visit the office, and notifying the individual they're meeting of their arrival.
• Receive letters, packages, etc. and notify sender of its acceptance and location.
• Prepare outgoing mail by drafting correspondence, securing parcels, etc.
• Check, sort, and forward emails applicable to headquarters.
• Monitor office supplies and place orders when necessary or requested.
• Maintain safety and security by following procedures and controlling access via the reception desk by monitoring logbook and e-security system.
• Update appointment calendars and schedule meetings and appointments as requested.
• Follow office workflow procedures to ensure maximum efficiency.
• Support other teams with various administrative tasks (redirecting calls, disseminating correspondence, scheduling meetings, etc.).
• Monitor office expenditures and handle all office contracts (rent, maintenance service, suppliers, etc.).
• Assist in office management and organization procedures.
• Assist with hosting events and meetings, or other social functions at the headquarters.
• Coordinate and plan employee and office promotions and events on a regular interval, which will improve the overall comfort and culture of our headquarters space.
• Assist leadership team when requested.

  Heritage believes that each employee makes a significant contribution to our success. That contribution should not be limited by the assigned responsibilities. Therefore, this position description is designed to outline the primary duties, qualifications, and the job scope, but not limit the incumbent nor the company to just the work identified. It is our expectation that each employee will offer his/her services wherever and whenever necessary to ensure the cusses of our endeavors.

  Education: High school diploma or its equivalent required.

  Experience: At least 2 years' experience in a client facing position required. Proven Experience as a front desk representative, office coordinator, or relevant position with proficient MS Office Outlook, Excel, Word and PowerPoint. Experience in customer service and customer satisfaction.

  Knowledge and Abilities: Ability to lift up to 50 lbs. Attendance is an essential function of this position. Sensitivity to confidential conversations and ability to use discretion in communicative situations. Posses patience and professionalism. Be proactive, caring, friendly and positive, thoughtful, and willing to go above and beyond to exceed customer expectation. Able to adapt to a constantly changing environment, multi-task, operate efficiently, learn, adapt quickly, and work well under pressure. Detail orientated. Strong knowledge of Microsoft Office Products (Word, Excel, SharePoint, PowerPoint).Familiar with office machines, such as fax and printer. Knowledge of office management. Solid communication skills in English (oral and written) Bilingual is a plus. Strong communication and people skills. Problem solving skills. Experience in customer service and satisfaction would be a plus. Neat, clean, and professional appearance. Ability to be resourceful and proactive in dealing with any issue that may arise. Excellent soft skills and interpersonal skills.

  A post offer drug screen will be required.

EEO including disability/veteran

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