Receptionist

Job Description

Job Description

Description:

We are seeking a friendly and professional Receptionist to be the first point of contact for our office. In this role, you will greet and assist visitors, including vendors, customers, and job applicants, ensuring a welcoming and organized front desk experience. You will also manage a multi-line phone system, directing incoming calls efficiently. Additionally, the Receptionist will provide administrative support to keep office operations running smoothly.

Responsibilities not limited to:

1. Welcome, assist, and manage the flow of guests, visitors, employees, and callers at The VMC Group.

• Professionally and efficiently administer all incoming telephone calls and redirect; accordingly, takes and delivers messages or transfers calls to voicemail when appropriate.
• Greet guests, visitors, and employees in a professional, friendly, hospitable manner.
• Control visitor access through sign-in sheet, announcement to appropriate party, guest badges.
• Respond correctly and appropriately to inquiries about company services and representatives.

2. Maintains Employee Location Information

• Records all absences and late arrivals called in to the company voice mailbox.
• Distribute daily calendar reflecting staff activity away from the office/plant.
• Maintain updated data sheets such as floor plans, telephone directories, desk assignments, and office name plates.

3. Provide additional administrative support as needed

• Sort, organize and distribute mail. Coordinate Shipping (FedEx, UPS, etc).
• Distribute faxes received on the main fax line and maintain log of fax activity.
• Prepare files and labels as required.
• Arranges for and orders meals for meetings.
• Placing Amazon Orders – tracking orders and deliveries.
• Ensuring office items are stocked and accessible, such as, post-its, pens, staples.
• Ensuring toiletry items are stocked and available, such as, paper towels, tissues, air freshener.
• Kitchen, Coffee machine, and all appliances are clean, stocked and functioning; schedule service calls if out of order, post out of order signs.
• Restrooms are clean, stocked and functioning.
• Printers are stocked with paper, fix any jams, ensure toner is full, order if/when needed.

Knowledge/Skills/Abilities:

• Proficient in Microsoft Office, particularly Excel and Word, with a typing speed of 60 WPM.
• Strong interpersonal, organizational, and communication skills, with the ability to multitask, prioritize, and work independently.
• Maintains strict confidentiality and demonstrates professionalism.
• Thrives in a fast-paced environment while maintaining accuracy and efficiency.
• Possesses strong character, integrity, and ethical standards.
• Demonstrates a proactive mindset and a strong sense of urgency.

Minimum Qualifications:

• High School diploma or GED
• 3 years of Receptionist experience