JOB SUMMARY:
As directed by the Director of Administrative Services, the Receptionist is to provide excellent daily customer service; display a professional and courteous attitude at all times; is responsible for following all (CHSI) policy, procedures, objectives and philosophy; effectively process all incoming phone calls via transfer or messages, as required; performs administrative and office support activities for multiple senior level directors; receiving and directing visitors, word processing, creating spreadsheets and presentations, filing, and faxing; extensive software skills are required, as well as internet research abilities and strong communication skills.
ESSENTIAL DUTIES AND KEY RESPONSIBILITIES:
- Protects the organization’s value by maintaining strict confidentiality of all information.
- Answers and administers all incoming calls in a professional and courteous manner.
- Ensure phone calls are properly routed to the appropriate staff or department.
- Greets guests in a professional, friendly, and hospitable manner.
- Provides support in all emergency drills and scenarios, including evacuation of building and accounting for staff, under the direction of Management.
- Provides support to Director of Administrative Services
- Types memos, correspondence, reports, and other business documents.
- Performs a variety of clerical duties, including scheduling meetings for various departments.
- Assists departments with reports, assignments, and special projects as needed.
- Provides callers with information such as site locations, addresses, directions, fax numbers, company website details, and other related information.
- Receives, sorts, and distributes incoming mail daily.
- Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.).
- Opens and closes the visitor area each day, including securing doors, adjusting blinds, and turning off lights.
- Perform all other duties as directed either formally or informally, verbally or in writing.
- Assists with staff travel arrangements as directed.
- Maintains inventory of office and break room supplies and submits supply orders as needed.
- Ensure that the break rooms and meeting spaces remain clean, organized, and presentable.
- Supports both the Corporate Office and Administrative Office, with assignments based on operational needs and staff coverage.
SUPERVISORY RESPONSIBILITIES:
This job has no supervisory responsibilities.
KNOWLEDGE, SKILLS AND ABILITIES:
- Bilingual in English and Spanish (preferred).
- Demonstrates excellent phone etiquette.
- Exceptional verbal and written communication skills.
- Consistently punctual and dependable.
- Capable of working with minimal supervision.
- Strong customer service orientation.
- Proficient in Microsoft Office (Word, Excel, Outlook, Access).
- Effective multitasker with the ability to prioritize.
- Maintains a professional, business-casual appearance.
- Upholds the highest standards of professionalism, ethics, and conduct in speech, attitude, and appearance.
- Strong organizational skills with keen attention to detail; able to manage multiple responsibilities at once.
- Able to work cooperatively with diverse groups and individuals.
- Possesses strong interpersonal skills and thrives in team environments.
- Able to respond effectively to changing situations and perform well in high-pressure or stressful environments.
EXPERIENCE AND EDUCATION:
- High school diploma or GED.
- At least one (1) year of customer service experience, including answering phones and performing basic computer tasks.