Administrative Receptionist Job Description

Administrative Receptionist Job Description

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Administrative receptionist provides general office support (filing, copying, proficient computer typing skills, email , fax, scan) to Housing Director and Finance Administrator.

Administrative Receptionist Duties & Responsibilities

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

Sample responsibilities for this position include:

Maintain group filing and archiving systems
Perform filing duties
Organize and complete a diverse set of administrative tasks – track & follow-up different transactions, handle basic client service issues, organize & maintain client information (electronic and paper), generate reports, send out correspondence (electronic and paper), scanning, documentation organization, filing, and other administrative duties
Provide administrative support by scanning engagement letters and approved invoices and filing electronically as directed
Assist employees with expenses
Interact with Field Service Consultants regarding their accounts
Assist in event planning for equipment study groups and business development meetings including venue research, catering
Routine interaction with Field Service Consultants regarding their accounts
Liaise with outer office administrative staff to coordinate analysts’ administrative and meeting requirements
Handle meeting and conference room calendar coordination, including meeting room setup and breakdown

Administrative Receptionist Qualifications

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

Licensing or Certifications for Administrative Receptionist

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

Education for Administrative Receptionist

Typically a job would require a certain level of education.

Employers hiring for the administrative 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, Business, Management, Communication, General Education, Business/Administration, Administrative Assistant, Computer, Technical

Skills for Administrative Receptionist

Desired skills for administrative receptionist include:

Medical terminology
General office equipment
Microsoft Office products at a proficient level
Excel
Fax
Filing
Health insurance
Office procedures
Photocopy
Reports and other documents

Desired experience for administrative receptionist includes:

Master's degree or last year student (available full-time)
Act as point person for any issues pertaining to technology equipment and office space and coordinate with members of the Facilities and Technology teams located in outer offices
Coordinate other ad hoc office matters as necessary
Order and manage inventory of office supplies, kitchen food items and facilities supplies
Complete Receptionist responsibilities
Handle meeting and conference room calendar coordination, including meeting room setup, breakdown and meal ordering

Administrative Receptionist Examples

1

Administrative Receptionist Job Description

Job Description Example
Our growing company is looking to fill the role of administrative receptionist. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for administrative receptionist
  • Maintaining and replenishing supplies for copiers/fax machine
  • Faxing, filing, and photocopying documents
  • Assisting with the handling, filing and distribution of various inbound and outbound correspondence, deliveries, invoices and miscellaneous documentation
  • Perform other clerical receptionist duties such as filing, photocopying, collating, faxing
  • Answer incoming calls in a prompt, courteous and professional manner in accordance with prescribed policies and procedures
  • Provide back up support for administrative issues
  • Maintain employee lists and other office information as requested
  • Integrate the tools, advice and solutions into the sales process to meet client needs Assist effectively in communicating client solutions based off of knowledge
  • Answer phones/switchboard
  • Arrange courier / messenger packages (wrap packages and prepare shipments, stuff envelopes for mailings which are sometimes bulk)
Qualifications for administrative receptionist
  • Ensuring meeting rooms are ready to use and support in the preparation of rooms
  • Maintenance of kitchen and office facilities
  • High school or GED, or associate’s degree, undergraduate degree preferred
  • Perform inventory, prepare order list, and stock and distribute
  • Professional company representative who interacts comfortably with senior level executives outside the company, with customers, vendors, visitors and especially employees
  • Flexible, positive, upbeat attitude
2

Administrative Receptionist Job Description

Job Description Example
Our innovative and growing company is searching for experienced candidates for the position of administrative receptionist. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for administrative receptionist
  • Provide administrative support to Human Resources, including weekly filing
  • Transmit information or documents to customers using computers, mail or fax machine
  • Work with Business Office Manager to ensure all equipment such as fax machines, copiers, telephones, work order requests, shred it bins, , are maintained
  • Prepares letters and documents
  • Provides administrative service support to the management team, with a key focus on supporting the Head of Marketing and the Head of Legal & Compliance and their teams
  • Compiles material and reporting requirements for independent committee and board of directors’ meetings
  • Leads the planning and delivery of internal events, coordinating with internal and external resources as needed, overseeing all related communications
  • Performs reception duties to greet and direct clients and visitors
  • Orders and inventories office supplies as needed
  • Assists with document management and organization including the creation of files, folders and binders
Qualifications for administrative receptionist
  • Bachelor or Associate degree preferred or equivalent relevant experience
  • Must be a team player and work collaboratively with the back-up Receptionist the Administrative Team
  • Must be an organized individual with strong written and verbal communication skills
  • Moderate levels of lifting, kneeling, bending, sitting and walking are required
  • May perform basic clerical duties including mail distribution
  • May perform basic data entry
3

Administrative Receptionist Job Description

Job Description Example
Our innovative and growing company is hiring for an administrative 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 receptionist
  • Assists with administrative projects and duties as requested
  • May serve as backup by assisting with scheduling appointments, organizing appropriate meeting materials, and assisting with other projects as needed
  • Scheduling meetings and leading the handling of meeting logistics (e.g., conference rooms, video, conference calls, preparing meeting materials)
  • Proxy for timecard and expense systems
  • Maintains parking/metro, handset, electrical submeter, and invoice databases
  • Maintains vendor files and updates vendor contact listing
  • Collects and compiles chargeback reports, inputs end of period financial reconciliations
  • Maintains Conference calendar and helps coordinates meetings with IT, catering and any other conference assistance that may come up
  • Distributes petty cash and travel advances, prepares reconciliation report
  • Assists with New Hire Orientation when absences occur
Qualifications for administrative receptionist
  • Proficient in Google applications (Google Docs, Google Forms, Google Plus, Google Hangout)
  • Ability to establish and maintain effective working relationships with supervisors, coworkers, other employees and the general public
  • Coordinates monthly Metro and parking benefits
  • Assists with Health Fair setup and organization
  • Fill in for Facility Coordinator as needed in case of absence
  • Assist with work order processing
4

Administrative Receptionist Job Description

Job Description Example
Our company is looking to fill the role of administrative receptionist. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for administrative receptionist
  • Maintaining all electronic and paper filing systems as per our Quality System Standards Work cohesively as a team within the office
  • Perform general clerical duties such as photocopying, faxing, mass mailings, filing
  • Greeting visitors and clients
  • Conference room management including
  • Work with Edelman’s network of administrators across the company to organize cross-office events, videoconferences
  • Prepare and process expense reports, benefit claims and timesheets
  • Processes incoming and outgoing communications (phone, email, ground and express delivery, ) on behalf of management
  • Completes other projects as assigned by the Warehouse Manager
  • Proactively manage, schedule, and prioritizing executives' work flow and task items
  • Maintaining team and meeting calendar
Qualifications for administrative receptionist
  • Knowledge of the proper use of English in spoken and written forms (grammar, spelling, vocabulary ) and of generally accepted office practices, procedures and equipment
  • Must be physically able to bend, stoop, climb, walk, and lift & carry heavy objects (up to 20 lbs)
  • Must have 5+ years of Accounts Payable/Accounts Receivable experience
  • Must be personable and willing to wear many hats
  • Coordinate calendars for conference room scheduling
  • Order and coordinate breakfast, lunch for office meetings
5

Administrative Receptionist Job Description

Job Description Example
Our company is growing rapidly and is searching for experienced candidates for the position of administrative receptionist. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for administrative receptionist
  • Performs general office duties, including general correspondence, filing, faxing, copying, ordering coffee or office supplies and receiving all incoming package deliveries
  • Prepare and analyze reports and budgets
  • Maintain an organized inventory of office and breakroom supplies
  • Support office staff and some executive managers
  • Duties performed by this position may involve access to a variety of information that can be confidential or sensitive in nature
  • When required, assist with onboarding of new employees to ready for first day including workstation placement, ordering necessary equipment (laptop, mobile phone, landline, ), system accesses and coordinating/scheduling of training and orientation plan
  • Data entry and document compilation/upload into an internal database
  • Provide support to the facilities assistant
  • Arrange schedules
  • Professionally prepare written responses to routine inquiries
Qualifications for administrative receptionist
  • Evidence of effective both verbal and written communication of English and Spanish
  • Detailed Oriented, Professional Demeanor, Organized & Able to Multi-Task
  • Proficient in Calendar Management, Expense Reporting, Domestic/International Travel, and working with multiple managers
  • Greet and assist employees and clients
  • Operates multi-line telephone system to answer incoming calls and directs callers to appropriate personnel
  • Provides ancillary administrative support by using Microsoft Office Suite PC software to enter data into spreadsheets, word process letters and memos

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