Receptionist / Administrative Assistant Job Description

Receptionist / Administrative Assistant Job Description

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Receptionist / administrative assistant provides administrative support, including but not limited to, composing, editing, and sending written and electronic correspondence, memoranda, forms, reports using Microsoft Office.

Receptionist / Administrative Assistant Duties & Responsibilities

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

Sample responsibilities for this position include:

Support FTCC Senior Management by managing appointment calendars - identifying potential conflicts, prioritizing and shifting meetings in order to adjust schedules when and if necessary
Kitchen Organization and Maintenance
Food Orders and Meeting Setup
Maintain Office / Kitchen Supply Inventory
Office Correspondence
Incoming Mail / Packages – sort and distribute
Outgoing Mail / Packages – setup and monitor FedEx / Messenger orders
Arrange ground transportation for employee events and meetings
Meet and greet customers
Code and submit vendor invoices for payment

Receptionist / Administrative Assistant Qualifications

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

Licensing or Certifications for Receptionist / Administrative Assistant

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

Education for Receptionist / Administrative Assistant

Typically a job would require a certain level of education.

Employers hiring for the receptionist / administrative assistant 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 Receptionist / Administrative Assistant

Desired skills for receptionist / administrative assistant include:

MS Office
Excel
Microsoft Word and Excel
Microsoft Office Suite
Word
Microsoft Office
Microsoft applications
Standard office protocol and professional etiquette
Administrative and clerical procedures
Blood Borne Pathogen and Hazmat regulations and concerns as specifically related to a Medical Environment

Desired experience for receptionist / administrative assistant includes:

Answer phones and field calls to Regional Managers, appropriate Field Sales Consultants and other office personnel
Provide quality customer service to clients, prospective clients and personnel
Perform routine interaction with Field Service Consultants regarding their accounts
Update and maintain contact lists
Complete routine administrative tasks including faxing, shipping, mail distribution
Facilities Help Desk assistance - Answer internal calls relating to building issues

Receptionist / Administrative Assistant Examples

1

Receptionist / Administrative Assistant Job Description

Job Description Example
Our company is growing rapidly and is looking for a receptionist / administrative assistant. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for receptionist / administrative assistant
  • Ensure the office is presentable to visitors
  • Respond to switchboard and reception calls
  • Interact with all Agency staff and greet and provide information to visitors
  • Compile, complete and submit expense reports
  • Arrange complex and detailed travel plans for domestic and international travel
  • Manage electronic calendars
  • Book and coordinate conference room meetings and seminars
  • Back up Administrative / Executive staff as needed
  • Create and edit documents, records and reports
  • Deliver mail and packages and handle shipment and messenger delivery of packages
Qualifications for receptionist / administrative assistant
  • Assist with administrative projects as needed
  • Previous Windows experience
  • Highly organized, with a structured approach to managing workloads, dealing with issues, prioritizing activities
  • A flexible attitude to working hours
  • Answer telephones, screen/direct calls, take messages, and assist callers in a professional and accommodating telephone manner
  • Receive and sort mail/deliveries distribute mail/deliveries
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Receptionist / Administrative Assistant Job Description

Job Description Example
Our growing company is looking for a receptionist / administrative assistant. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for receptionist / administrative assistant
  • Answering and directing all incoming calls to ensure a "pleasant experience"
  • Greeting all incoming visitors
  • Handling daily lunch ordering for office
  • Maintaining conference room schedules, booking as needed
  • Ordering catered food for meetings as requested
  • Making sure kitchen is clean, stocked and organized throughout the day
  • Ordering Peapod twice weekly
  • Maintaining inventory for coffee and water and order as needed
  • Printing and distributing certain publications and attachments as received
  • Keeping office organized and straightened throughout the day
Qualifications for receptionist / administrative assistant
  • Ordering general office supplies as needed
  • Checking specified copiers and printers daily and fill with paper as needed
  • 2+ years of experience in an Administrative and/or a Receptionist role
  • Provide excellent customer service to clients, visitors, management and other personnel
  • Answer and route incoming calls appropriately
  • Log and verify identification for all visitors
3

Receptionist / Administrative Assistant Job Description

Job Description Example
Our company is growing rapidly and is looking for a receptionist / administrative assistant. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for receptionist / administrative assistant
  • Responsible for the ordering of office supplies
  • Answering a multi-line telephone system and accurately direct the calls to the appropriate individuals, provide callers with additional information, use of the paging system when needed, ability to take detailed messages to ensure appropriate follow-up
  • Providing general administrative support to a department or group of professionals including proposal presentation, and report generation and assembly, processing expense reports, creating and working with spreadsheets
  • Answer incoming telephone calls, determine purpose of caller, and forward to appropriate personnel or department
  • Performs various administrative duties such as preparing and processing documents, reports for managers and other partners in the office
  • Focuses on administering defined procedures, analyses and report preparation
  • Assists with coordinating client events, client mailings, and correspondence
  • May be responsible for data input, data processing and data verification
  • Maintains electronic and paper records
  • Will greet and assist clients and vendors and answer phones
Qualifications for receptionist / administrative assistant
  • Will act as backup when needed for banking clients by handling deposits and cash transactions
  • Greeting visitors and tenants and attending to needs
  • Acting as a liaison between tenants and engineers for work order requests
  • Printing out any janitorial work orders at the end of each day and attach with security memo
  • Maintaining and review janitorial log
  • Reviewing security reports, probing reports & e-mail, and creating work orders for noted items
4

Receptionist / Administrative Assistant Job Description

Job Description Example
Our innovative and growing company is searching for experienced candidates for the position of receptionist / administrative assistant. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for receptionist / administrative assistant
  • Light clerical duties as needed
  • Greet guests and customers including visitor registration and badging, answer main phone line, and direct calls in a professional and welcoming manner
  • Maintain a professional and organized front desk
  • Order office and kitchen supplies for the Herndon office
  • Maintain and stock supply rooms and kitchen on a daily basis (may require the use of a step stool)
  • Maintain copiers/printers ink and paper supply as needed
  • Ship, receive and distribute the mail and packages for the office on a daily basis
  • Arrange for meetings as needed, including catering and meeting room scheduling and setup
  • Create and maintain the office seating layout, phone lists and standard operating procedures
  • Assist in charitable donation requests and planning
Qualifications for receptionist / administrative assistant
  • Customer-service oriented with excellent phone manners
  • High School Education with minimum of 1 year office experience
  • Previous administrative/office management experience preferred
  • Knowledge of payroll industry helpful, but not necessary
  • Support company events to include scheduling, catering arrangements and set-up and clean-up
  • Assist sales operations with marketing inventory organization and control
5

Receptionist / Administrative Assistant Job Description

Job Description Example
Our company is looking for a receptionist / administrative assistant. 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 receptionist / administrative assistant
  • Facilitating heavy communication between receptionists
  • Assisting with ordering office supplies, catering
  • Arrange drivers and restaurant reservations
  • Coordinate and maintain office surroundings (stock fridge & cabinets, load/unload dishwasher, daily
  • Support Fleet Service Manager and Fleet Mechanics
  • Help maintain vehicle safety and maintenance files by utilizing the Manager Plus software
  • Keep current records of Voluntary Organizations Active in Disaster (VOAD) meetings and pay dues for all states where we have membership
  • Update Pre-Disaster Plan notebook as changes occur which includes Lighthouse Churches, Site Leadership Team, Directory of state VOAD’s
  • Provide backup for volunteer coordinators as needed
  • Provide backup assistance to Administrative Assistant to the Director of North American Ministries
Qualifications for receptionist / administrative assistant
  • Perform miscellaneous administrative tasks as assigned
  • Straighten, stock and maintain conference rooms before and after meetings
  • Report facilities issues to Property Management
  • Monitor fax machine
  • Maintains established office files (electronic and hardcopy) and records in accordance with internal procedures
  • Receives and refers visitors and telephone calls, may resolve routine inquiries

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