Receptionist Sample Job Description

Welcomes visitors by greeting them, in person or on the telephone; answering or referring inquiries. Directs visitors by maintaining employee and department directories; giving instructions. Maintains security by following procedures; monitoring logbook; issuing visitor badges.

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Summary

This critical position serves as the primary interface between the Company and the public, and is responsible for positive, friendly, courteous interaction with customers, visitors and employees. Also handles incoming calls, general office duties, data entry and clerical support.

Job Results, Essential Functions & Measures of Success

Callers Effectively Dispositioned

Essential Functions
  1. Answers telephone calls promptly and courteously; screens calls, transfers caller to correct individual; does not leave a caller on hold or unattended for more than 40 seconds; takes complete and accurate messages when person called is unavailable and distributes messages in a timely manner.
  2. Checks the answering machine in the morning and retrieves and delivers messages accordingly.
Measures of Success Supervisor's observation:
  • Is able to prioritize tasks based on continuously shifting needs
  • Customer feedback is positive
  • Staff feedback on timeliness and quality of messages is positive

Efficient Office

Essential Functions
  1. Receives and sorts incoming mail, express envelopes and courier deliveries; distributes mail to employee mailboxes; delivers express envelopes and courier deliveries directly to recipient.
  2. Prepares and posts all outgoing mail and express envelopes daily; maintains, checks and refills postage meter; logs outgoing express envelopes; arranges courier services.
  3. Maintains inventory of kitchen supplies and prepares order forms accordingly, receives approval from Accounting Manager and places orders.
  4. Prepares for mailing all payables checks, receivable invoices and credit memos.
  5. E. Prepares sales packets with marketing literature and correspondence as directed by sales personnel.
  6. F. Conducts Customer Satisfaction surveys.
Measures of Success Supervisor's observation:
  • Is able to prioritize tasks based on continuously shifting needs
  • Ensures compliance with customer needs for shipments
  • Tracks items to ensure completion of tasks in a timely manner
  • Regularly meets established deadlines
  • Stays on top of office supply needs to ensure efficient operations
  • Mail flows through designated areas without delay
  • Survey results are recorded on a timely basis

Visitors Effectively Dispositioned

Essential Functions
  1. Greets visitors in a friendly and professional manner; determines their needs, notifies the person(s) being visited and if more than a 5-minute wait is likely, offers and serves coffee; stays within the vicinity of the Reception Area at all times and coordinates with the Accounting Manager for substituting during any absence.
  2. Manages sign in and visitor badge policy
Measures of Success
  • Visitors to the facility are wearing Visitor badges
  • Sign in log accurately reflects Visitors

Critical Success Factors

Customer Focus

Consistent focus on serving the needs, concerns and objectives of customers; meets internal & external customer needs in a satisfactory manner; takes action to ensure resolution of concerns; respectful of customer culture; responsive

Communication

Ability to communicate effectively; ensure information is passed on to those who need it; effective transfer of information

Repetition

Ability to maintain high levels of energy and focus despite routine nature of tasks

Stress Management

Ability to function effectively when under pressure and exhibit poise and clarity in stressful situations.

Position Qualifications

Minimum Education & Experience
Associates degree in business, secretarial science or related discipline; plus two years’ experience in a clerical position or the equivalent combination of experience and education deemed necessary to perform the core responsibilities of the role.

Other Skills/Knowledge/Experience
• Must be able to focus and multi-task in a busy environment
• Microsoft office, including excel, word, outlook
• Computer data entry skills
• Postage and electronic mailing machine

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