Office Receptionist

GENERAL SUMMARY:          

Answers and directs telephone calls.  Greets visitors at establishment, determines nature of business, and directs visitors to destination.  Assists Office Administrator by providing support for the Jupiter office.

Essential Duties and Responsibilities:

• Front Office & Visitor Management

Serve as the first point of contact for the Corporate Office by answering and routing incoming phone calls, taking messages as needed, and greeting visitors while directing them to the appropriate destinations.

• Mail & Courier Management

Handle all incoming and outgoing mail, including sorting, date-stamping, and distributing to appropriate departments; forward returned mail to the HR division. Prepare courier and overnight packages, applying proper postage and selecting the most cost-effective delivery methods.

• Office & Kitchen Supply Management

Purchase and maintain adequate inventory of office, building, and kitchen supplies; ensure coffee machine functionality and regular restocking of snacks, drinks, and related items. Run miscellaneous errands and handle shipping/returns as needed.

• Office Oversight

Oversee the care and maintenance of the Corporate Office, maintain service vendor contracts, and supervise all vendor-performed work. Secure doors to the Tap Room and north entrance at the end of the day.

• Office Appearance & Maintenance

Ensure the reception area, Tap Room, kitchen, and storage closet remain clean and orderly; empty trash and recycling as needed.

• Meeting & Event Support

Coordinate, order, and set up meals and snacks for meetings.

• Recordkeeping & Documentation

Prepare and maintain company files for off-site storage. Distribute and maintain a log for subpoenas and legal documents. Scan incoming vendor insurance certificates and email them to insurance advisors.

• Directory & Contact List Management

Update and distribute the Jupiter speed dial list and corporate phone lists as needed.

• Financial & Admin Support

Code P-Card transactions for corporate executives.

Additional Duties and Responsibilities:

• Performs any additional duties as assigned by Office Administrator.

Foundation Knowledge, Skills, and/or Abilities Required: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Able to work effectively in a multi-tasking environment.
• Knowledge of telephone system.
• Able to answer telephone in a friendly and professional manner.
• Displays a friendly, professional and courteous manner at all times when interacting with customers, visitors or corporate personnel.
• Able to listen attentively when others are speaking.
• Displays sensitivity and patience when dealing with others.
• Holds to high work standards.  Is dependable and reliable.
• Is proficient in Microsoft Office Applications
• Possesses strong organizational skills, insight, and attention to details.
• Excellent written and verbal communication skills.
• Ability to maintain company confidentiality.

Educational/Vocational/Previous Experience Recommendations:

• Associates Degree preferred.
• Minimum of 2 years office administration experience preferred.
• Switchboard experience helpful.