Administrative Assistant / Receptionist Job Description

Administrative Assistant / Receptionist Job Description

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Administrative assistant / receptionist provides communications support including composition and distribution of correspondence including the publication library, emails, and office mail and voicemail.

Administrative Assistant / Receptionist Duties & Responsibilities

To write an effective administrative assistant / receptionist job description, begin by listing detailed duties, responsibilities and expectations. We have included administrative assistant / receptionist job description templates that you can modify and use.

Sample responsibilities for this position include:

General administrative duties including, but not limited to, miscellaneous administrative support, ordering of departmental supplies, maintaining central files, administering access cards, maintaining certificates of vendor insurance
Faxing, copying
Acting as a liaison with other offices' administrative staff to coordinate meeting requirements
Handling meeting and conference room calendar coordination, including meeting room setup and breakdown
Acting as point person for any issues pertaining to technology equipment and office space
Coordinating other ad hoc office matters as necessary
Ordering and managing inventory of office supplies, kitchen food items and facilities supplies
Cover front desk on a daily basis from 3-5pm CT to close the desk down each night during lunches, breaks and time off
Greet and properly direct all clients and guests
Manage multiple conference room, and guest space calendars

Administrative Assistant / Receptionist Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Administrative Assistant / Receptionist

List any licenses or certifications required by the position: CPR, CPI

Education for Administrative Assistant / Receptionist

Typically a job would require a certain level of education.

Employers hiring for the administrative assistant / receptionist job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Associate Degree in Education, Associates, Management, Business, Communication, Administrative Assistant, General Education, Business/Administration, Technical, Faculty

Skills for Administrative Assistant / Receptionist

Desired skills for administrative assistant / receptionist include:

Technology tools within assigned responsibilities
Excel
Microsoft Office products
Microsoft Office programs
Grammar
Microsoft Office Suite
Word
Rules of composition
Spelling and composition skills
Switchboard equipment

Desired experience for administrative assistant / receptionist includes:

Master's degree or final year student (available full-time)
Experience on a similar position (min
Ability to deal with customers (internal external) in a professional manner
Answer telephones in a prompt & professional manner
Meet and greet clients and guests
Oversee daily interaction with high level clients & executives, handling special requests as needed

Administrative Assistant / Receptionist Examples

1

Administrative Assistant / Receptionist Job Description

Job Description Example
Our company is hiring for an administrative assistant / receptionist. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for administrative assistant / receptionist
  • Perform inventory, prepare order list, stock and distribute
  • Distribute incoming faxes and transmit outgoing faxes
  • Maintain/troubleshoot office equipment
  • Coordinate and respond to facility inquires and liaison with vendors
  • Organize and maintain schedule of meetings and other spreadsheet data
  • Manage the Accounts Payable in coordination with Minneapolis receptionist
  • Ensure clients, candidates and other visitors experience a professional, welcoming and friendly reception, both in person and on the phone
  • Assist with scheduling and organizing meetings, including the production of documentation and the arranging of catering as needed
  • Ensure office supplies are regularly audited and replenished as required
  • Manage all posts, couriers, security lists and building access requests
Qualifications for administrative assistant / receptionist
  • 1+ year of Administrative and Customer experience in an Office environment
  • Ability to work with multiple business groups with diverse needs external vendors (building management, equipment providers)
  • Assist with induction of new starters and liaising with HR & IT teams
  • Support the office management team with preparation of documents, agendas and detailed reports for internal and external meetings
  • Assist with procurement and contract management for any third parties to the office including cleaners, confidential waste and office supplies
  • Enjoy receptionist work
2

Administrative Assistant / Receptionist Job Description

Job Description Example
Our company is hiring for an administrative assistant / receptionist. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for administrative assistant / receptionist
  • Help monitor and organize work orders of property tenants
  • Distribute all incoming faxes accordingly
  • Contribute to team effort through timely and accurate completion of tasks and assigned projects
  • Add value to department and organization by seeking out additional tasks or participating in projects when the opportunity is available
  • Participate in department meetings and communicate problems and offer possible solutions
  • Scanning or Copying documents as directed
  • Serves as front desk receptionist and may assist with mail rotation as needed
  • Responsible for keeping the reception area and front office area conference rooms organized and "straightened up" after meetings and at the end of each day
  • Opening and distributing the mail
  • Handling miscellaneous Data Entry
Qualifications for administrative assistant / receptionist
  • 2+ years of related experience in an Administrative Assistant and/or Receptionist role
  • Experience in Commercial or Residential Real Estate industry
  • Minimum of 3 (three) years administrative support experience supporting multiple individuals and/or office managment
  • Associates degree or equivalent work experience, preferably a minimum of 2 years’ experience in a Receptionist/Administrative Assistant role
  • High degree of professionalism, strong written and verbal communication skills, and customer service oriented
  • An ideal candidate will be a self-starter who is comfortable with technology and is attentive to details
3

Administrative Assistant / Receptionist Job Description

Job Description Example
Our company is growing rapidly and is looking for an administrative assistant / receptionist. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for administrative assistant / receptionist
  • Coordinating any tenant move-in, move-out and or deliveries
  • Answer all incoming calls in a timely and polite manner
  • Creating or maintaining spreadsheets
  • Maintaining reception / office common areas
  • Purchasing and maintaining office supplies
  • Helping to facilitate meetings by prepping conference rooms and ordering catering, as needed
  • Handling a variety of other duties, as needed
  • Coordinating and maintaining scheduling of firm-wide calendar and conference rooms, including making and confirming appointments and last minute travel arrangements
  • Greeting, directing and providing hospitality and assistance to all visitors and making sure every guest is registered in advance with building security
  • Answering and appropriately directing executive phone calls promptly and professionally
Qualifications for administrative assistant / receptionist
  • Ability to work with multiple people at all levels in the organization
  • Ability to multi-task and frequently organize workload
  • Ability to display a professional office demeanor and business etiquette
  • Previous experience in public accounting, a plus
  • Stocking and maintaining office supplies, pantry facilities, conference rooms and common areas
  • Handling all messenger center deliveries, maintenance requests, service calls, and execution of team events
4

Administrative Assistant / Receptionist Job Description

Job Description Example
Our company is growing rapidly and is looking for an administrative assistant / receptionist. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for administrative assistant / receptionist
  • Work with Edelman’s network of administrators across the company to organize cross-office events, videoconferences in conjunction with IT
  • Answer telephones and direct the caller to the appropriate associate
  • Greet and directs visitors
  • Receive, sort and forward incoming mail
  • Assist with other related clerical duties such as photocopying, faxing, and filling
  • Manage a high volume of meetings, appointments, and multiple complex calendars
  • Serve as a liaison for team with internal partners, answering questions and routing requests
  • Operate telphone switchboard to answer, screen or forward calls, providing information, taking messages or scheduling appointments
  • Generate financial documents upon request
  • Coordinate and arrange meetings as directed by Business Office Manager
Qualifications for administrative assistant / receptionist
  • Confident, gracious and friendly demeanor in dealing with clients and members of the public
  • Notary Public for the state of Delaware (or able to secure certification within 3 to 6 months of hiring)
  • Must have at least a year in clerical experience
  • Comfortable with general office, and supporting different people
  • Ability to navigate the internet efficiently
  • Maintain communication with the Business Office Manager to correlate office arrangements and minimize conflict
5

Administrative Assistant / Receptionist Job Description

Job Description Example
Our company is looking to fill the role of administrative assistant / receptionist. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for administrative assistant / receptionist
  • Greet all visitors to the Orlando Regional Office, ascertain their needs and direct accordingly
  • Employ excellent phone etiquette and customer service skills in receiving incoming calls, identifying nature of calls & routing appropriately or taking messages
  • Maintain a courteous and professional attitude and work station
  • Practice and adhere to the “code of conduct” philosophy and “mission statement”
  • Answering multiple phones and managing office reception
  • Managing conference rooms set-up and maintenance
  • Coordinating complex travel arrangements (international and domestic) and preparing detailed itineraries
  • Arranging messenger and car service, when necessary
  • Backing up other Administrative professionals, as needed
  • Act as liaison between other departments
Qualifications for administrative assistant / receptionist
  • May transcribe meeting notes according to standard formats
  • Prepares letters and memoranda from specific instructions
  • Assembles and complies basic data for reports or presentations from established sources as directed
  • Schedule and maintain calendar of appointments, meetings and travel itineraries and coordinates related arrangements for officers/department heads
  • Ability to respond quickly and efficiently to requests for assistance
  • Works well with different types of people

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