NAME OF POSITION: Receptionist Manager


PERSON’S SENIOR: Director of Communications 


PURPOSE (The reason why this position exists): 

To receive and route people, phone calls, mail, and packages and to screen staff and visitors, maintaining control and security for the office. 


VIEWPOINT (The viewpoint that an employee should have to be successful at the job):   You are the gatekeeper and have full responsibility for channeling  all communication and particles in and out of the office.  You are also the face of the company to everyone who enters our office or even just passes by.  


COMPUTER SKILLS REQUIRED: 

Google suite, Microsoft Office products (word, excel), E&H Matrix, ability to operate scanner and printer, conduct rapid Google searches, understanding of files, documents and organizational basics


SKILLS REQUIRED: 

Time-management, organizational skills, attention to detail, adaptable to changing systems and work-flows, able to learn quickly, solution-oriented, careful and precise admin, high aptitude, excellent phone etiquette, good presentation skills, excellent communication, upbeat and positive attitude. 


RESPONSIBILITIES OF THE POSITION:

  • Holding the Receptionist post from above

  • Routing people who arrive at the office including delivery people, Philanthroinvestors, interviewees, and tradesmen. 

  • Receiving Philanthroinvestors making them feel welcome and as desired, 

serving them coffee, (using the coffee service reserved for them).

  • Ordering/keeping inventory of kitchen and office supplies coordinating with Dep 3A in Treasury. 

  • Maintaining good and positive relations with the mail carrier, the security guard, the building manager, other tenants, local businesses and anyone who comes in contact with our office. Including making sure that when there are any deliveries that are large, their arrival is coordinated with the building manager.  

  • Keeping an inventory of Covid supplies including masks, gloves of various sizes, hand sanitizer and screening everyone who enters the office with a temperature and symptom check. 


WEEKLY ACTIONS:

  • Keep tabs on kitchen and office supplies, check every Thursday and, coordinating with Maria Nelly, order what is needed. 


Daily Actions:

  • Making sure that the screens for the IN/OUT systems are showing on both the monitor in reception and above the main printer in Division 2. 

  • Receiving all packages and notifying Dep 3A Treasury of the fulfillment of ordered supplies. 

  • Breaking down all boxes and storing them in the breakroom  to be recycled. 


Valuable Final Product: A reception area that is professional, attractive, and friendly where people and particles are received and swiftly routed.