Essence of the Role
The Receptionist/Administrative Assistant operates the company’s telephone system, takes and relays messages as well as greets and directs visitors to the company. He or she performs advanced secretarial duties such as handling routine matters for all departments throughout the company, handling confidential information, correspondence and collecting/researching information from various sources for report or meeting preparation.
Operate telephone switchboard to answer, screen or forward calls as well as provide information to callers.
Take and relay phone messages.
Greet visitors to the company.
Maintain visitor log.
Maintain keys and vehicle log.
Transmit information or documents to customers.
Provide information about the company such as location of departments or offices, employees within the organization or services provided.
Process and prepare memos, correspondence or other documents.
Collect, sort, stamp distribute or prepare mail, messages and deliveries.
Accounts Payable entry.
Record receipt of materials.
Handling of confidential information.
Create and manipulate Excel spreadsheets.
Create and manipulate Word documents.
Complete jobs in a timely fashion according to Company standards.
Other duties as assigned.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions as well as procedure manuals.
Ability to write routine correspondence and reports.
Ability to carry out instructions furnished in written, oral or diagram form.
Must have excellent communication skills including telephone and writing skills.
Knowledge of spreadsheets and word processing.
Knowledge in Microsoft Word, Excel and general internet software
Possess good mathematical aptitude as well as good written and verbal communication skills.
Must be able to use common office equipment such as a fax machine, copier, multi-line phone system, computer equipment and peripherals.
Strong organizational skills.
Fluency in the English language (read, write and speak) as the overwhelming majority of clients, suppliers and subordinates communicate primarily in that language.
One (1) year certificate from college or technical school.
One (1) year of related experience and/or combination of training and experience.
Willing to attend additional training to upgrade his/her education and/or sharpen any skill deficiencies.
A minimum of one (1) year of Receptionist/Adminstrative Assistant experience.