The Adminstrative Receptionist must have a high level of professionalism as the first contact receiving Seattle Goodwill guests. All guests must be greeted in a timely and courteous manner with the same high level of service for both outside or inside inquiries. This position manages telephones for the administrative building and performs administrative duties for other departments as needed.
Manage front office reception and phones, handling customer inquiries.
Interact with culturally-diverse internal and external customers.
Provide excellent customer service to callers, visitors and staff.
Train other administrative staff as necessary.
Control building access for visitors. Issue visitor passes and maintain visitor, staff, student sign-in logs.
Send, receive, and distribute mail, including preparation and distribution of courier deliveries.
Manage Facility Department work-orders for the building/enter work orders-contact Maintenance Team directly for emergency issues.
Forward special event inquiries as instructed.
Maintain postage machine, including supply ordering.
Monitor postage account and prepare monthly reports.
Log in checks received in the mail for accounting.
Maintain separate log in book for check pick-up.
Assist with conference room reservations and car use reservations.
Maintain conference room reservation book for meetings.
Maintain front desk reference manual and materials on SharePoint.
Keep lobby and reception area neat, clean and stocked with necessary supplies.
Order copy machine supplies including paper. Schedule repair/maintainance when necessary. Print out monthly reports.
Purchase break area supplies.
Contact first aid representatives in emergencies.
Attend any trainings necessary to the position (ie, Loss Prevention training, etc.).
Demonstrates safe work practices through awareness and observation in support of a safety culture; reports any potential hazards or accidents.
Perform other duties as assigned.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The essential functions listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Minimum Job Requirements:
Education:High School diploma or equivalent. Associate's degree or post high school training or education preferred.
Experience: Minimum 1-2 years of receptionist or office experience. Experience in handling multiple phone lines and dealing with multiple requests at one time.
Strong organizational skills with attention to detail and accuracy.
Demonstrated ability to handle stressful situtations with a high degree of diplomacy and tact with a strong customer service focus.
Demonstrated ability to handle requests quickly and effieciently and to take initiative in a fast paced environment.
Specific Skills/Knowledge/Licenses: Proficient in Microsoft Suite (Word, Outlook, Excel). Ability to learn new software as needed for the position.
Typing skills minimum 45-50 words per minute.
Essential Physical Abilities:
Able to safely lift/push/pull up to 20-30 lbs.; reach above head level; full range of body motion with the ability to stoop, bend and squat; grasp, handle, finger and manipulate items; perform repetitive fine motor functions with fingers, wrists and arms, including but not limited to keyboards and calculators. Able to move through a wide variety of physical environments without assistance; including ramps, stairs, small spaces and uneven terrain.
Able to use standard office equipment without assistance. Maintain reliable attendance.
Essential Mental/Sensory Abilities:
Excellent written, verbal, and inter-personal communication skills
Time management and prioritizations skills, with ability to multi-task
Office environment, moderate noise level. Must be able to work from 8:00 am 5:00 pm.
Flexibility of this schedule is limited to ensuring coverage of the receptionist desk; coverage details should be negotiated between reception staff and approved by manager. This position may require occasional travel to store locations, offsite meetings and events.