Receptionist - Temporary

The Receptionist will greet, employees, vendors, customers, job applicants and other visitors, and arranges for transportation services, when needed. Will operate a multi-line phone system to route incoming calls. The receptionist will record visitors, vendors, and employee arrival/departures. The Receptionist also provides general secretarial / administrative support to other departments as assigned. The ideal candidate will create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication, and safety to ensure and maintain the quality of the environment.

Essential Job Requirements/Responsibilities not limited to:

Receive, greet, and introduce employees, guests, visitors, and callers

• Professionally and efficiently administer all incoming telephone calls and redirect; accordingly, takes and delivers messages or transfers calls to voicemail when appropriate
• Greats employees, visitors, and employees in a professional. friendly, hospitable manner
• Control visitor access through sign-in sheet, providing announcement to appropriate party and badges guests
• Respond correctly and appropriately to inquiries about company services and company representatives
• Invite applicants to complete paper employment applications and submit to Talent Acquisition/Human Resources Associate
• Maintain the executive conference room which includes all meeting arrangements

Handle incoming and outgoing mail

• Stamp all outgoing mail and ensure delivery of pick up from the post office
• Facilitate all outgoing overnight mail
• Sort and distribute incoming mail and faxes
• Scan and email financial related mail to the Controller
• Maintain binder of certified mail receipts
• Maintain memos sent to the staff
• Maintain incoming daily call log

Maintains Employee Information

• Records all absences and late arrivals called in to the company voice mailbox The information is listed on Outlook and then, retyped and emailed to Executive Team, (JW, JG, MG, and EON). 
• Maintain the daily calendar reflecting staff activity away from the office/plant.
• Update Ping board with new hire and termination of employment
• Support the culture of the organization 
• Ensure employees photos are up to date 
• Support events with marketing for appropriate social media coverage.

Provide additional administrative support as needed

• File invoices for Accounts Payable
• Prepare files and labels as required; Order meals: Arrange transportation services
• Will organize and coordinate administration duties and office procedures.
• Special Assignments with Director of Special Projects 
• Assignments supporting Human Resources Management or Consultants with guidance of Director of Special Projects  

Requirements

• Minimum 3 years demonstrated Receptionist/Front Office Experience 
• B.A./B.S., or 2-year degree a plus. 
• Excellent organizational skills
• Excellent written and verbal communications skills ·
• Detail oriented.
• Proficient in Microsoft Word/Excel/PowerPoint, Outlook
• Multitasking and time-management skills, with the ability to prioritize tasks