Receptionist, Administrative​/Clerical

Overview

Receptionist —

Job Title:

Receptionist
.

Reports To:

The Receptionist will report to the Client Services Supervisor, Client Services Manager, or equivalent leadership.

The Receptionist provides exceptional service by greeting and assisting all visitors and answering inbound calls. Continuously offers the highest level of service to all corporate employees and their visitors. Maintains a professional image of the company by providing prompt, courteous, and efficient service. The receptionist may be cross-trained to assist in other SPS service areas such as mail/shipping operations, hospitality, and general office/facilities work based on operational needs to provide a top-tier customer experience.

Overall, this position continuously offers the highest level of service to all clients and SPS employees while maintaining a professional image of the company.

• Primary function of reception/concierge: answer all calls/correspondences and provide an exceptional customer service experience for all incoming/outgoing visitors.
• Light facilities/hospitality work: assist customers to open troubleshooting tickets, help order supplies, stock kitchens/service areas with supplies, and help set up/teardown conference rooms for meetings/events.
• Mail Service: cross-trained to assist mail services as needed, including sorting/distributing mail and receiving/tracking packages.

• Provides 5-star customer service to all employees and visitors.
• Answers incoming telephone calls and routes callers to the appropriate person.
• Ensures all visitors complete, sign, and understand their responsibility for adhering to the corporation’s Nondisclosure Agreement (NDA).
• Logs visitors into the registration system.
• Activates access for temporary badges for employees who forgot or lost their badge or are experiencing issues with their current badge.
• Issues facility access cards to employees.
• Answers and properly routes global calls, some confidential in nature, using the company-wide switchboard and provides appropriate information to the caller in a professional and courteous manner.
• Prioritizes calls and escalates customer service issues to the proper chain of command.
• Takes initiative to ensure the company phone and speed dial lists are current.
• Responsible for training a back-up and providing guidance on policies and procedures.
• Notifies employees upon receipt of inbound deliveries or manages deliveries to the Mail Room as appropriate.
• Provides light administrative support to staff as directed, such as scheduling meeting rooms, ordering catering, and assisting other teams with various tasks.
• Follows up on loaned access cards to ensure return or contact Security if not returned by day’s end.
• Builds professional relationships with customers and other teams.
• Maintains the reception area in a neat and orderly fashion and keeps visitor reading materials stocked.
• Service and replenish the barista, pantry, conference, kitchen, or meeting areas.
• Performs meeting room and conference room setups.
• Monitors office supplies on the floor, replenishes, and orders as needed.
• Assists with copy/print orders and monitors equipment for satisfactory functionality.
• Maintains professionalism and composure when interacting with all callers/visitors.
• Strategically determines additional support needed when handling sensitive inquiries in person or on the phone. Provides back-of-office coverage as needed.
• Proactively seeks additional work during downtime.

• Driven by client satisfaction
• Strong integrity and business ethics
• Excellent communication skills
• Expert in customer service, professional attitude and appearance
• Good organizational skills
• Ability to maintain confidentiality
• Strong attention to detail
• Strong time-management and task management abilities
• Results-oriented
• Works well with people internal and external to SPS
• Fast learner
• Ability to follow instructions and handle change or adverse situations in customer service environments

• High School Diploma (or equivalent) required.
• 1-3 years prior work experience; strong preference for administrative/reception/concierge background.
• Ability to work assigned hours as determined by the manager.
• Excellent organizational and time-management skills.
• Analytical abilities and problem-solving aptitude.
• Strong written and verbal English communication skills.
• Customer-satisfaction-driven personality.
• Ability to multi-task and prioritize tasks and customer needs.
• Knowledge of computer-based systems or ability to learn, including multi-phone line systems, PCs/Macs, MS Office, copiers/scanners, and other devices used in SPS service areas.
• Maintain a professional appearance and attitude.
• Adhere to all policies and procedures.

• Ability to grasp, lift and move packages up to 60 lbs on a wheeled cart.
• Walk, bend, kneel, stand, and/or sit for extended periods.
• Manual dexterity for operating office equipment.
• Ability to lift or move 40 lbs. or greater frequently.

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