Operate telephone switchboard to answer, screen and forward calls, including providing information, taking messages and scheduling appointments.
Greet persons entering establishment, determine nature and purpose of visit, and direct or escort them to specific destinations.
Provide information about organization such as location of departments or offices, associates within the organization, and services provided.
Open, sort, and distribute incoming correspondence, including fax and email.
Maintain proper appearance of reception and entry way.
Assist the needs of the ALT with routine support including internal and external document preparation and production.
File and retrieve corporate documents, records, and reports.
Manage and maintain calendar for common Executive Suite meeting venues.
On a limited basis, provide back-up to program specific reception staff.
Manage mailroom, order office supplies, and maintain inventory and purchasing for ALT.
Receive all incoming deliveries and coordinate and communicate with couriers to schedule pick up and deliveries.
Coordinate with I.T./Helpdesk to ensure technology needs of ALT are being met.
Schedule and assist with set up of meeting rooms, before/after meeting coordinating with appropriate maintenance and IT staff; establish conference calls, and prepares technology for presentations.
Manage food service orders and set up for meetings.
Keep shared colleague space/kitchens well stocked, cleaned, and organized.
Attend required meetings and trainings, perform special projects and other related duties as assigned.
Receptionist\Admin Support Job Qualifications:
High school diploma or equivalent.
Six to twelve months experience in customer service or office setting.
Bilingual Spanish/English verbal and written required.
Experience with receiving calls and operating a multiline phone system.
Impressive telephone etiquette and experience responding to difficult situations with diplomacy.
Great communication skills as well as ability to work with others in a close environment.
Ability to understand and execute written and verbal instructions.
Basic computer skills and proficient in Microsoft Outlook, Word, Excel; good organizing and planning skills.
Able to deliver excellent customer service, externally and internally.
Able to react effectively and calmly in emergencies.
Able to maintain customer confidentiality.
Should work under rigorous pressure and meet close deadlines.
Work Environment, Physical, and Sensory Demands:
The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations will be considered to enable individuals with disabilities to perform the essential functions.
Physical Demands:
While performing the duties of this job, the employees is required to communicate or listen intently.
Frequently required to stand and sit.
The employee is occasionally required to walk; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.
The employee must frequently lift and/or move up to 20 pounds.
Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.
The employee is frequently exposed to moderate temperature generally encountered in a controlled or uncontrolled temperature environment.
The employee is exposed to moderate noise levels depending on type of equipment use.
Tools & Equipment Used:
While performing the duties of this job, the employee is regularly required to use typical office equipment including, but not limited to phones, computer systems, fax machine, copy machine. Usage varies by position.
Additional Eligibility Requirements:
Employment with UMOS is contingent upon successful completion of a criminal background check prior to starting.
UMOS isan equal opportunity Affirmative Action employer, and all qualified applicants will receive consideration for employmentwithout regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.