Job Overview
We are seeking a dynamic and organized Receptionist / Office Assistant to be the welcoming face and operational backbone of our office environment. This role is vital in ensuring smooth daily operations, providing exceptional customer service, and maintaining an efficient administrative workflow. The ideal candidate will be energetic, detail-oriented, and possess strong communication skills, ready to support a vibrant team and contribute to a positive office atmosphere. This paid position offers an exciting opportunity to develop your administrative expertise while supporting a professional and friendly workplace.
Job Summary:
The Receptionist / Office Assistant supports the daily administrative operations across multiple departments. This role serves as the central point of contact for visitors, customers, and internal teams while assisting the organization with data entry, document management, and basic accounts receivable follow-up duties.
Duties/Responsibilities:
- Operate telephone switchboard to answer, screen, or forward calls, provide information, take messages, or schedule appointments.
- Greet people entering establishment, determine nature and purpose of visit, and direct or escort them to specific destinations. Directing visitors with any questions they may have.
- Ensure that all visitors complete the necessary paperwork upon plant entry.
- Maintaining office security procedures and protocol.
- Handling mail delivered from post office, which includes sorting and delivering.
- Receive payment and record receipts for services.
- Schedule appointments and maintain and update appointment calendars.
- Transmit information or documents to customers using computers, mail, or facsimile machines.
- Hear and resolve complaints from customers or the public.
- File and maintain records.
- Provide information about establishment, such as location of departments or offices, employees within the organization, or services provided.
- Perform administrative support tasks, such as proofreading, transcribing handwritten information, or operating calculators or computers to work with pay records, invoices, balance sheets, or other documents.
- Perform data entry for multiple departments – i.e. sales orders, accounts payable entries, and internal logs.
- Scan, label, and archive documents into systems and folders ensuring documents are indexed and accessible to relevant departments.
- Collect, sort, distribute, or prepare mail, messages, or courier deliveries.
- Perform duties, such as taking care of office cleanliness, straightening magazines to maintain lobby or reception area.
- Process and prepare memos, correspondence, travel vouchers, or other documents.
- Enter and update databases of contact information, such as names, addresses, and phone numbers.
- Store, maintain and issue office supplies.
Accounts Payable Support Functions:
- Call/email clients to request payment status and follow-up on past due invoices
- Document customer communication and payment updates.
- Route payment confirmations and issues through workflow.
- Support special projects and general office needs as assigned.
Required Skills/Abilities:
- Proficient use of operating system software and Microsoft Office software with the ability to communicate effectively through written messaging.
- Service Orientation, active listening with the ability to speak with others to convey information effectively.
- Ability to use logic and reasoning to identify the strengths and weaknesses of alternative solutions.
- Organizational skills
- Multi-tasking
Education/Experience:
- High school diploma or equivalent required.
- Three years as a professional as an office assistant, receptionist, or similar administrative role is preferred.
- Knowledge of accounting principles is preferred.
- Proficient in MS Office.
- ERP experience is a plus.
Physical Requirements:
- Prolonged periods of sitting at a desk and working on a computer.
Join us as a Receptionist / Office Assistant to be an essential part of our team! Your energy, organization skills, and dedication will help create a welcoming environment while ensuring our office runs smoothly. We value proactive individuals who thrive on providing excellent customer service and supporting daily operations in a professional setting. This paid role offers growth opportunities for those eager to expand their administrative expertise within a supportive workplace.
Job Type: Full-time
Pay: From $17.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- 401(k) matching
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
