Posted: Friday, February 2, 2018 1:22 PM
Job Description PURPOSE OF THE POSITION The Receptionist/Administrative Assistant is responsible for providing secretarial, clerical and administrative support in order to ensure that home office and all staff is provided in an effective and efficient manner. SCOPE The Receptionist reports to the other office positions and is responsible for providing office and clerical services. Failure to provide these services in an efficient and effective manner will result in disruptions in the provision of services. RESPONSIBILITIES Provide office support services in order to ensure efficiency and effectiveness within multiple companies. Main Activities: A. Receive, direct and relay telephone messages and emails, B. Direct the general public to the appropriate staff member. C. Pick up and deliver the mail. D. Open and date stamp all general correspondence. E. Maintain the general filing system and file all correspondence. F. Assist in the planning and preparation of meetings, conferences and conference telephone calls. G. Maintain an adequate inventory of office supplies H. Respond to public inquiries. I. Provide word-processing and secretarial support J. Assist accounting department K. Making daily bank deposits L. Work on collections from delinquent tenants M. Support off-site self storage managers N. Coordinate travel, personal and business 2. Perform clerical duties in order to maintain the business main development activities. Develop and maintain a current and accurate filing system. Monitor the use of supplies, equipment and keys. Coordinate the repair and maintenance of office equipment. Performs receptionist functions Main Activities: Answer all incoming calls and handle caller’s inquiries whenever possible. Re-direct calls as appropriate and take adequate messages when required. Greet, assist and/or direct business visitors and the general public. Perform other related duties as required KNOWLEDGE, SKILLS AND ABILITIES The incumbent must have proficient knowledge in the following areas: Skills: office administration 1. The incumbent must demonstrate the following skills: team building, analytical, and problem solving skills. 2. Computer skills ability to spreadsheet and word processing programs at a highly proficient level 3. Stress management skills 4. Time management skills 5. Decision making skills 6. Effective verbal and communications skills Personal Attributes: including the incumbent must demonstrate the following personal attributes: 1. be honest and trustworthy 2. be respectful 3. possess cultural awareness and sensitivity 4. be flexible 5. demonstrate sound work ethics WORKING CONDITIONS Physical Demands The Receptionist will have to spend long hours sitting and using office equipment and computers, which can cause muscle strain. The Receptionist may also have to do some light lifting of supplies and materials from time to time. Environmental Conditions The office may be a busy facility. The Receptionist may have to manage a number of projects at one time, and may be interrupted frequently to meet the needs and requests of visitors, tenants, clients and contractors. The Receptionist may find the environment to be busy, noisy and will need excellent organizational and time and stress management skills to complete the required tasks. Sensory Demands Sensory demands include use of the computer, which may cause eyestrain and occasional headaches. The office may be noisy and busy making it difficult for the Receptionist to concentrate. Mental Demands The Receptionist will have to manage a number of requests and situations at one time. Stress may be caused by the need to complete tasks within tight deadlines.
• Location: Cordova, Memphis
• Post ID: 35259202 memphis