Receptionist - Bilingual English​/Spanish

As the Ambassador of First Impressions, this role professionally presents AMPAM to all guests, callers and supports employee/management’s needs. Oversees and maintains the Company’s lobby area activity. Greets and directs all visitors, including vendors, clients, job candidates and customers. Checks messages each morning/daily. Answers and fields all incoming calls/messages. Provides clerical support, special administrative tasks and projects and posts mail daily.

A variety of work includes office tasks, projects and services for management/department teams, as may be required. Ensures completion of data entry/scanning forms and sorting documents. This position requires organization, consistency, discipline, confidentiality, and a professional demeanor. As a team player, reliability, strong time management, interpersonal and multi-tasking skills are key.

Essential Duties and Responsibilitiesinclude the following. Other duties may be assigned.

• Greet, assist and/or direct visitors, employees and the general public
• Provide office support in order to ensure work efficiency and effectiveness; meet deadlines
• Answer all incoming calls and handle caller’s inquiries with care
• Receive, direct and relay telephone messages, and announce deliveries upon arrival
• Assist with bulk mail and special projects for marketing/sales. Prepare and stamp outgoing mail
• Maintain general support (copying, edits, data entry) and manual production for HR/managers
• Assist the planning/preparation of meetings, conference telephone calls and, possibly, travel
• Provide clerical/administrative services for the Executive Team, HR and other departments
• May sign for receipt of subpoenas, with $15 check, as authorized per the CFO
• Provide clerical support for HR that include but are not limited to copying company products and employee notices to attach to biweekly payroll checks for the filed/office
• Notify facilities management of any building security issues or door/alarm malfunctions
• Refer to our Policies & Procedures and Employee Handbook to help new employees as needed
• Reproduce/copy a variety of HR materials as back-up for the HR team.

Competency:

To perform the job successfully, an individual should demonstrate the following competencies:

• Problem solving – Identifies and resolves problems in a timely manner;
  Works well in group problem solving situations;
  Uses reason even when dealing with emotional topics
• Customer Service – Manages difficult or emotional customer situations;
  Responds promptly to customer needs;
  Responds to requests for service and assistance;
  Meets commitments
• Oral Communication – Speaks clearly and persuasively in positive or negative situations;
  Listens and gets clarification;
  Responds well to questions;
  Participates in meetings as needed
• Written Communication – Writes clearly and informatively;
  Edits work for spelling and grammar;
  Presents numerical data effectively;
  Able to read and interpret written information
• Organizational Support – Follows policies and procedures;
  Completes administrative tasks correctly and on time;
  Supports organization’s goals and values
• Attendance/Punctuality – Is consistently at work and on time;
  Ensures work responsibilities are covered when absent;
  Arrives at meetings and appointments on time
• Dependability – Follows instructions, responds to management direction;
  Takes responsibility for own actions;
  Keeps commitments;
  Commits to long hours of work when necessary to reach goals;
  Completes tasks on time or notifies appropriate person with an alternate plan
• Initiative – Volunteers readily;
  Undertakes self-development activities;
  Seeks increased responsibilities;
  Takes independent actions and calculated risks;
  Looks for and takes advantage of opportunities;
  Asks for and offers help when needed
• Professionalism – Approaches others in a tactful manner;
  Reacts well under pressure;
  Treats others with respect and consideration regardless of their status or position;
  Accepts responsibility for own actions;
  Follows through on commitments.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of…