Job Description
Job Description
We are seeking a highly organized and customer-focused Receptionist to manage front desk operations, handle communications, and provide comprehensive administrative assistance. The ideal candidate will be adept at managing multiple tasks, possess strong technical skills, and be committed to delivering exceptional service.
Responsibilities:
Front Desk Operations
· Maintain a detailed log of all incoming administrative support requests.
· Document and maintain standard operating procedures for repeatable work.
· Maintain current listings of contacts for various internal and external departments.
· Manage the telephone mainline, ensuring all incoming calls are answered promptly and routed to the appropriate departments.
· Coordinate international calls and TTY calls effectively.
· Maintain conference room and motor pool scheduling accurately.
Call Handling
· Answer and direct incoming calls professionally and efficiently, providing a positive first point of contact for the organization.
· Coordinate complex internal and external communication requirements, including international calls and accessibility services like TTY.
Administrative Tasks
· Utilize Microsoft software proficiently to maintain and develop documents.
· Assist colleagues with common software inquiries.
· Prepare printing requests as needed.
· Update the headquarters organizational chart/listing and service directory for the organizational webpage.
· Support the internal website and contribute to the internal newsletter.
· Consolidate technical guide paragraphs into clear and concise task order specifications.
· Perform general administrative duties such as filing and scheduling appointments, including those for executive staff.
· Independently manage projects, conducting research and preparing presentation materials as required.
· Make travel arrangements for staff.
· Ability to work independently and in coordination with a team.
Customer Service
· Educate customers proactively about available services and resources.
· Provide attentive and supportive assistance to internal and external customers.