MAJOR FUNCTION
The primary responsibilities of this position are to answer and manage incoming telephone calls, manage property access, greet and direct visitors and vendors, and assist with mail and shipping.
This position also performs administrative duties as requested. The person performing this job must represent the Foundation in a professional and courteous manner.
PRINCIPAL RESPONSIBILITIES
- Managing Property Access
- Screens visitors using intercom system at gate and main entrance door
- Greets Visitors / Receives Deliveries :
- Greets and directs visitors to appropriate Staff in a friendly and professional manner.
- Maintains logs for deliveries (UPS, Fed Ex, Couriers) and directs packages to appropriate staff member.
- Telephone Duties :
- Answers incoming calls, responds to general questions and directs specific inquiries to staff members.
- Attends staff meetings to keep informed on programs issues and deadlines in order to efficiently and accurately answer caller questions and direct to appropriate staff.
- Mail / E-mail :
- Sorts incoming mail for distribution.
- Processes outgoing mail and shipping (UPS, Fed Ex, Courier).
- Monitors the organization's Fax email in box and forwards to appropriate Staff.
- Keeps the lobby, visitor office, and kitchen area tidy.
- Completes closing checklist each evening.
- Cross-Departmental Administrative Support :
- Assists with large scale special projects including but not limited to mailings, coordination of staff meetings and catering, and Board Meeting logistical support.
- Performs other duties as assigned.
JOB QUALIFICATIONS & REQUIREMENTS
- Minimum of two years' receptionist or related experience
- Excellent communication skills
- Experience with telephone switchboard systems and other office machines, such as postage meter, copier, fax, etc.
- Must have excellent organizational skills.
- Commitment to customer service.
- Experience with Microsoft Office Suite (word, excel, outlook, etc.).
- A demonstrated commitment to supporting and enhancing diversity, equity, and inclusion.
- This position may require occasional additional hours during busy times and / or to meet deadlines, and any additional hours will be paid in accordance with Foundation policy and federal and state law.
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