OVERVIEW

This role is to manage the front desk daily and perform a variety of administrative and clerical tasks.  This role will directly assist and aid many positions within our company. In addition to basic customer service, this role will coordinate general front-desk activities, office supply management, event planning and various administrative tasks.

OFFICE RECEPTIONIST DUTIES

  • Greet and welcome guests as soon as they arrive at the office and direct visitors to the appropriate person/office
  • Answer, screen and forward incoming phone calls
  • Ensure reception area and conference room are tidy and presentable, with all necessary supplies and materials.
  • Prep for visitors: coffee, pastries, etc. as needed, order lunch for meetings as requested
  • Receive, sort and distribute daily mail/deliveries, recycle printer cartridges (via mail)
  • Assist executives with business and travel receipts and completing expense reports in Expensify
  • Update weekly SIOP Slot Plan and other company calendars
  • Enter invoices in Bill.com, classify with correct GL account and assign appropriate approvers
  • Track and assist employees with monthly expense report submission via Expensify
  • Prepare customer invoices and assist with AR follow ups
  • Prepare weekly AP Aging report for Accounting Dept. review. Scan and file packing lists into appropriate folder
  • Order office and breakroom supplies and keep inventory of stock: research new deals and suppliers as needed
  • Ensure breakroom is kept tidy, including emptying/starting dishwasher daily and restocking snacks and supplies. Complete monthly refrigerators clean out.
  • Maintain key card system for security access
  • Creation and maintenance of company forms, templates, and lists
  • Perform other clerical receptionist duties such as filing, photocopying, scanning, transcribing and faxing
  • Maintain KPI/TV Slide Deck- send Team Call Outs survey, create Admin slides and upload to TV weekly
  • Coordinate and prepare monthly birthdays celebration and Happy Hour events
  • Company event planning and coordination w/assistance from Party Planning Committee, order gifts
  • Communicate with office cleaning staff and complete facility service requests to landlord
  • Assist with booking travel for employees, executives and interviewees
  • Manage CenturyLink phone system and assist with Microsoft Office 365 management
  • Organize Lunch and Learns each month
  • Send various company-wide surveys as requested
  • Manage Visitor NDAs and Visitor log
  • Research/Coordinate company-wide trainings