Office Assistant/Receptionist (ADMIN)

Job purpose

Responsible for answering and directing incoming calls in a courteous and professional manner.  Greet, check in, and direct visitors and customers upon arrival.  Process incoming and outgoing mail; prepares mail for distribution.  Operates bindery and reproduction equipment in the printing and reproduction of documents, manuals, brochures, etc.

Duties and responsibilities

• Operate various printing, binding, folding, and cutting equipment to fulfill copy center orders
• Readjusts programming and machines in accordance with each job     
• Performs routine maintenance, adjustments, and minor repairs on equipment
• Loads machines with paper and toner
• Operates multi-line company switchboard
• Answers and directs all incoming calls
• Welcomes and greets all visitors, customers and vendors
• Maintains visitor control by verifying appointments, and contacting appropriate party
• Maintain company directory list
• Replenish office supplies and manage inventory
• Process incoming and outgoing mail; prepares mail for distribution
• Work with warehouse and other departments to manage inter-office/freight mail
• Prepare and package jobs by stacking, boxing, or wrapping for delivery to customer
• Maintain supplies in the break room, such as coffee supplies, eating utensils, cups, napkins, soap, etc.
• Manage and refill postage machine
• Pick up/drop off mail at post office
• Assist with other general administrative duties
• Perform other duties as assigned

Qualifications

• High School Diploma or equivalent  
• Must maintain a valid driver’s license, and clean driving record
• At least 5 years of experience as a Receptionist or Front Desk Assistant
• At least 2 years of experience using large copy equipment
• At least 2 years of experience in a mail room environment

Knowledge, Skills, and Abilities

• Excellent interpersonal and customer service skills
• Ability to multi-task and highly flexible with changing circumstances
• Excellent verbal and written communication
• Must maintain a professional appearance and a positive attitude
• Must be punctual, with solid time-management skills
• Knowledge of scanning, imaging, duplicating machine equipment
• Strong attention to detail
• Ability to work independently and take initiative