Easter Seals Jobs

Summary:

The receptionist's duties will include offering administrative support across the organization. You will welcome guests and greet people who visit the firm. You will also coordinate front-desk activities, including distributing correspondence, directing phone calls, and greeting clients. Must be proficient in Microsoft Office Suite, telephone skills, and customer service. This position will assist in maintaining the physical office environment. The ideal candidate must work well under pressure, be able to multi-task and be detail-oriented.

Supervisory Responsibilities: N/A

Job Responsibilities:

• Greeting and Welcoming Clients:

• The receptionist is the first point of contact for clients visiting the firm.

• Greets clients in a friendly and professional manner, making all visitors feel welcome.

• Provides light hospitality to clients and visitors by taking beverage and food orders.

• Answering and Directing Calls:

• Answers incoming calls, transferring them to the appropriate staff members, taking messages, and providing basic information about the firm's services.

• Managing Correspondence:

• Sorting and distributing mail, maintains and monitors certified mail log, scanning and filing projects, as well as handling email inquiries/records and directing them to the relevant department or staff.

• Coordinating Client Meetings:

• Schedule catering arrangements (set up and clean up) and coordinating client meetings. Ensuring that meeting rooms are prepared and organized for appointments.

• Maintaining the Cleanliness of Reception Area and Other Assigned Areas:

• Keeping the reception area clean, organized, and presentable. This includes watering plants, updating digital displays, and managing scent machines.

• Maintains cleanliness of the kitchen and conference room keeping it free of debris, dishes, food, and trash. Cleans out refrigerator on a monthly basis.

• Sets up and cleans out cubes/offices for new hires and separating employees as well as obtain welcome items.

• Assisting with Administrative Tasks:

• Supporting administrative tasks such as data entry, filing, and other general office duties to ensure smooth operations.

• Handling Client Inquiries:

• Providing basic information about the firm's services, fees, and procedures, or directing clients to the appropriate resources or staff members for further assistance.

• Coordinating with Other Departments:

• Collaborating with other departments within the firm to ensure effective communication and smooth workflow.

• Corresponds with building manager/management as needed to report and schedule facility maintenance issues/concerns.

• Adhering to Security Protocols:

• Enforcing security protocols by verifying visitors, issuing visitor badges, and maintaining the confidentiality of sensitive information.

• Supply Maintenance:

• Maintains and stocks supplies and kitchen on a daily basis (may require the use of a step stool).

• Special Projects Support:

• Assisting with special projects or company events as needed, such as organizing client appreciation events or assisting in marketing activities.

Qualifications/Skills:

• Excellent communication skills

• Professional demeanor and appearance

• Strong organizational skills

• Ability to multitask and prioritize

• Knowledge of basic office equipment

• Understanding of confidentiality and discretion when dealing with sensitive information

• Proficient in Microsoft Office Suite

Education and Experience Requirements:

• Education:

• High school diploma or equivalent 

• Experience:

• 1-2 years of customer service and reception experience

• Previous experience with an accounting firm desirable but not required.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.

• Must be able to lift up to 15 pounds at times.

Other duties:

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Hours of the position:

• 10:00 AM to 3:00 PM