SEGERSTROM CENTER FOR THE ARTS ANNOUNCES A JOB OPENING: RECEPTIONIST
If you have an outgoing, service oriented work style, our Receptionist position may be right up your ally! Please review the job description below! If you or someone you know would like to apply for this position, please send us your resume and salary history to firstname.lastname@example.org or email@example.com.
The Receptionist works at the front desk in the lobby of our Administrative offices. You will be the person who initially welcomes our guests, patrons, donors and employees. In addition to this very important responsibility, our Receptionist provides administrative and receptionist support for the different departments and acts as back-up to the Mail Clerk in his/her absence. Please review the essential responsibilities of the position:
DUTIES AND RESPONSIBILITIES
The duties listed below are illustrations of the various types of work that is performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
- Greets guests to the Center, secures nature of visits and refers visitors to the proper department or staff member; responds to questions and inquiries relating to Center operations when necessary, in person and over the telephone, or directs individuals to the appropriate department or staff member.
- Answers, screens and transfers telephone calls to appropriate individual with use of Console.
- Orders office supplies for different departments using office credit and arranges payments through Finance using appropriate GL accounts with the use of the company’s purchase order system (Aestiva). Keeps accurate records of credit account statements, receipts from use of office credit and UPS, USPS, DHL and FedEx deliveries.
- Develops and maintains relationships with vendors and researches and negotiates best pricing for Center supplies.
- Maintains an accurate Boardroom reservation calendar.
- Sorts, screens and distributes deliveries dropped of at the Reception area at a timely manner to recipients.
- Assumes security functions by verifying employee identification, logging guests via sign-in sheet, issuing visitor passes, and controlling entry access through the front doors with door locks.
- Routinely updates general staff information including internal staff extension list, reception cheat sheet and monthly listing of birthdays and anniversaries, as well as all information pertaining to Reception duties in the Reception Manual.
- Operates a variety of standard office equipment and performs clerical functions incidental to reception activity and a variety of office tasks, such as faxing, copying or completion of mailing projects as assigned.
- Maintains a clean and orderly work and waiting area.
- Functions as back-up mail clerk on occasion.
- Other duties may be assigned or changed at the discretion of management.
A successful candidate should have excellent interpersonal and customer service skills, and should posses the ability to communicate effectively and interact positively with co-workers and patrons. The individual must be able to work under pressure, handle multiple tasks concurrently with a positive demeanor and demonstrate an enthusiastic, resourceful, and effective customer service attitude.
EDUCATION and/or EXPERIENCE
The candidate should posses a high school diploma or GED and six months to one year of related experience or training; or equivalent combination of education and experience. Should have knowledge of modern office practices and procedures and possess appropriate English skills such as spelling, grammar, punctuation and business format. Should be able to operate modern office equipment and use computer software to perform word processing, spreadsheet and specialized functions. Knowledge of and experience in Microsoft Excel, Word, Outlook and Publisher is ideal.