Receptionist

Summary:

The CALA Continent Office Receptionist is responsible for managing and maintaining the upkeep of the office while providing a warm and professional welcome to visitors. This individual will be responsible for optimizing office operations, overseeing internal processes, and managing office supplies and equipment.

This position is a shared, part-time role.  Position is based out of the CALA Continent Office in Plantation, FL and will require the individual to be physically present in the office.  Remote or hybrid work arrangements are not available for this role.

Examples of Typical Responsibilities: 

• Responsible for opening the office each day. Ensure the office is in order and ready for business.  
• Answers Continent Office telephone line(s) using appropriate etiquette, provides callers with responses to all types of requests, both routine and those requiring research and follow-up; directs calls to the appropriate person or takes messages. Develops alternative methods to handle requests and address ambiguous issues. Routinely responds back directly to the caller after performing research or follow-up.
• Welcomes and acknowledges all guests and visitors with friendly verbal greeting, assists and/or directs them with appropriate information.  Provides guests/visitors with visitor keys.
• Assists associates with building access and parking keys.
• Maintains upkeep of receptionist area, kitchen area and all other common areas in the office.
• Places work orders when maintenance/repairs are needed.
• Receiving and sorting deliveries, couriers, mail, packages, etc. 
• Orders office supplies for office supply rooms and keeps office supply rooms and storage rooms organized.
• Orders kitchen supplies and replenishes supplies throughout the day.
• Assists with planning and organizing in-house or off-site activities, associate relations events and meetings.
• Provides meeting planning assistance with ordering and receiving of food & beverage, meeting set-up, etc.
• Help facilitate Meeting Room reservations and requests when needed.
• Manage and liaise with Building management:
• Manage and liaise with the Cleaning Company. 
• Manage and liaise with Office Vendors.
• Own and manage email Continent Office Distribution Lists.
• Special Projects for the President's Office, as needed.
• Other duties as deemed necessary.

Qualifications:

• High school diploma or GED; 2 years' experience as an administrative assistant or related professional area
• Proven experience as an office receptionist or in a similar administrative role.
• Excellent communication skills, verbal and written.
• Demonstrate a high level of professionalism.
• Strong organizational and multitasking abilities.
• Proficient in Microsoft Office Suite and basic knowledge of office equipment.
• Ability to work independently.

Supervision Received

• Incumbent receives minimal supervision.

Follow all company policies and procedures; ensure uniform and personal appearance are clean and professional; maintain confidentiality of proprietary information; protect company assets. Report accidents, injuries, and unsafe work conditions to manager. Welcome and acknowledge all guests according to company standards. Speak with others using clear and professional language; prepare and review written documents accurately and completely; answer telephones using appropriate etiquette. Develop and maintain positive working relationships with others; support team to reach common goals; listen and respond appropriately to the concerns of other employees. Ensure adherence to quality expectations and standards. Enter and locate work-related information using computers and/or point of sale systems.

Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance. Perform other reasonable job duties as requested by Supervisors.

CRITICAL COMPETENCIES

Analytical Skills

• Computer Skills
• Learning

Interpersonal Skills

• Interpersonal Skills
• Team Work
• Customer Service Orientation
• Diversity Relations

Communications

• Communication
• Listening
• Telephone Etiquette Skills
• Applied Reading
• English Language Proficiency
• Writing

Personal Attributes

• Positive Demeanor
• Dependability
• Integrity
• Initiative
• Presentation
• Adaptability/Flexibility
• Stress Tolerance

Organization

• Multi-Tasking
• Time Management
• Detail Orientation
• Planning and Organizing

Computer Skills

• Microsoft Office Skills

Administration

• Maintaining Confidentiality
• Filing