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Receptionist/Office Assistant

Position Description

June 2015

Position Title:Receptionist/Office Assistant
Reports To:Office Manager
Department:#11, General Office

Scope of Responsibilities

Provide administrative support to all departments, as necessary. Responsible for all aspects of reception and front desk duties, including answering and routing incoming calls, receiving visitors, maintaining tidy shared office areas, and assisting with facilities management. This position requires an 8:00 a.m. to 5:00 p.m., Monday through Friday schedule.

Specific Responsibilities

Front Desk and Reception

  • Answer and screen all incoming telephone calls in a friendly and professional manner and determine proper routing; arrange conference calls
  • Sort and distribute company mail, faxes and packages; log incoming documents, checks and payables according to company policy
  • Route general office payables for approval
  • Responsible for shipping all outgoing domestic and international mail and packages; keep abreast of domestic and international shipping documentation requirements and rates
  • Maintain and organize office supply inventories; order and distribute supplies
  • Coordinate scheduling and set-up of conference rooms for meetings, including catering needs, as required
  • Email visitor notifications with updates/information as needed
  • Point of contact for most general office vendors

Facilities

  • Maintain an organized and professional appearance of lobby, conference rooms, and kitchen areas on a daily basis
  • Schedule maintenance of office furniture, as needed

Office Equipment

  • Maintain and troubleshoot office equipment, order equipment supplies, call for service as needed

Administrative

  • Assist all departments; perform general clerical office duties such as copying, filing, printing, typing and special projects, as necessary
  • Research and assist with production of reports, prepare PowerPoint presentations, as required
  • Correspond with domestic and international staff
  • Prepare expense reports, as requested
  • Maintain general office Outlook calendar
  • Maintain time-off database including time off requests; receive and file travel plans, update office calendar
  • Print time off reports, review with Office Manager and Sr. VP, Operations; make adjustments as appropriate
  • Assume other duties as necessary or requested

Qualifications

  • Minimum one year of front desk/administrative experience
  • High school diploma required, college degree or coursework desired (general business, math, English composition)
  • Proficiency in written communications, correct grammar usage, spelling and punctuation required
  • Attention to detail imperative
  • Excellent interpersonal communication and organizational skills
  • Proficient in Microsoft Office Suite, email and internet
  • Ability to set priorities and carry out multiple tasks with flexibility
  • Culturally attuned; agricultural background helpful
  • Team oriented, can-do attitude, outgoing, friendly and flexible

EEOC

Note: This position description is not intended to reflect an exhaustive list of all duties, responsibilities or qualifications associated with the position.