Receptionist / Administrator Job Description

Receptionist / Administrator Job Description

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Receptionist / administrator provides administrative assistance including answering phones, signing for deliveries, ordering office supplies, greeting visitors, and issuing visitor badges.

Receptionist / Administrator Duties & Responsibilities

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

Sample responsibilities for this position include:

Performs daily walk through of the building, conference rooms and general office area and confirm rooms are set up for use/occupancy according to checklist
Ensure reception area is maintained in an orderly fashion
Manage and update conference room reservations within Outlook
Uses company intranet to look up employees’ contact information
Answers incoming calls, either directly to reception or redirected from phone system
Manages conference room bookings, loaner equipment (remote controls, adaptors, headphones, ) distribution
Provides coverage for the front desk
Ensures that unauthorized individuals are not granted access to buildings
Required to track and submit purchase card expenses for designated offices as directed
Manage and update reception manual as needed

Receptionist / Administrator Qualifications

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

Education for Receptionist / Administrator

Typically a job would require a certain level of education.

Employers hiring for the receptionist / administrator job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Associate Degree in Associates, Business, Administration, Business/Administration, Accounting, Communication, Technical, Education, English, Marketing

Skills for Receptionist / Administrator

Desired skills for receptionist / administrator include:

Microsoft Outlook
Basware advantageous
H&S induction and facility evacuation participation
Issuing visitor badges
Managing a busy reception / front of house area / administrative functions
Monitoring logbook
Word
Area
Excel
Outlook

Desired experience for receptionist / administrator includes:

Assist with client invoice creation, inquiries, materials reconciliation, tracking and problem resolution
Compliance monitoring of all Engineering related activities (vehicle usage, fuel consumption, engineering productivity, cell phone usage, purchasing card usage, client billing processes)
Maintaining detailed accounting of office and kitchen supplies
Obtain hotel folios and receipts from suppliers for expenses on corporate credit card
Excellent awareness of and input to local emergency procedures such as bomb threat, fire evacuation, first aid
Assist Senior Establishment Administrator to resolve any invoice queries with suppliers or internal customers as required

Receptionist / Administrator Examples

1

Receptionist / Administrator Job Description

Job Description Example
Our innovative and growing company is looking to fill the role of receptionist / administrator. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for receptionist / administrator
  • Operating purchasing responsibility for the whole site within NPR (None Product Related) in SRM (Supplier Relationship Management)
  • Responsible for sending outgoing invoices and checking outgoing credit notes
  • Help prepare and co-ordinate with the administration of various projects new hire paperwork and letters of invitation
  • Manage facilities including maintenance agreements & office repairs
  • Liaising with the day cleaner/caretaker to ensure that any administrative duties around the building, as requested through the OTRS system are attended to in a timely and efficient manner
  • Provide direction to the day cleaners ensuring that a high level of service is provided
  • Provide timely, detailed feedback to the Facilities Manager reporting any areas of concern with regards to the standards and condition of the premises
  • Administration of the company meeting rooms
  • Manage facilities and general office needs for the headquarters building
  • Coordinate and set-up meetings and events as requested, including catering, set-up, clean-up and coordination of all other logistics (AV needs, supplies)
Qualifications for receptionist / administrator
  • Prior Administrative Assistant/Receptionist experience required
  • Must have a college degree, or at least 5 years of verifiable employment history
  • Exhibit basic business math skills (add, subtract, divide, multiply, percentages, fractions, review invoices, travel expenses)
  • Set up, organize, stock and shut down all common areas of the office including conference rooms, waiting rooms, and kitchens/break rooms
  • Manage office furniture and space needs, including requests for furniture orders, repairs
  • Set up workstations for all new associates
2

Receptionist / Administrator Job Description

Job Description Example
Our company is growing rapidly and is looking for a receptionist / administrator. 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 receptionist / administrator
  • Ensuring visitors are provided with safety information and the correct PPE (Personal Protective Equipment)
  • Operating the site switchboard, tannoy system and operating the radio to the Gatehouse
  • Handle travel arrangements such as hotel booking, visa applications and ground transportation
  • Greeting visitors, offering refreshments and directing them to the right person
  • Answering calls in a professional and timely manner
  • Taking messages and following up when necessary
  • Taking responsibility for the visitor book and visitor passes
  • Arranging hotel accommodation for customers and staff
  • Arranging taxi bookings for customers and staff
  • Booking of lunches for all meetings held at Hemel Hempstead
Qualifications for receptionist / administrator
  • Strong keyboard and Microsoft Office suite skills are essential
  • Outstanding communication and interpersonal skills, collaborative working style
  • A team player being able to work independently
  • Handling of spare parts, electronic exchange and electronic repair invoicing
  • Front desk reception back-up
  • Development and fulfillment of the service data to be prepared in daily, weekly and monthly reports
3

Receptionist / Administrator Job Description

Job Description Example
Our growing company is hiring for a receptionist / administrator. 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 / administrator
  • Review all reports and process communications and violations as required
  • Maintain association records
  • Assist in the preparation of Board and Committee meeting materials and minutes
  • Attend compliance meetings as required
  • Perform community inspections as directed
  • Coordinate suspension of privileges with Club staff for unpaid assessments and violation fines
  • Collaborate with Compliance Manager and make recommendations for operational improvements
  • Assists Compliance Manager and senior-level management in all other business as needed
  • Assist with reception coverage in other office building as needed
  • Maintain security by following procedures and controlling access (monitor logbook)
Qualifications for receptionist / administrator
  • Service Administrative Assistant
  • Assist administration team and monitor and check office supplies (including photocopier and plotter paper) and equipment (including PPE)
  • Organized and meticulous way of working together with resilience and flexibility
  • Friendly nature and well-groomed appearance coupled with a professional telephone presence
  • Open and service-oriented thinking
  • Stock the kitchen and supply room
4

Receptionist / Administrator Job Description

Job Description Example
Our innovative and growing company is looking to fill the role of receptionist / administrator. 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 / administrator
  • Maintain reception area
  • Oversee Camera loan program & maintenance of camera equipment
  • Partner with Staffing vendor admin to manage door access activations & deactivations
  • Run reports for continuous labor resource audits
  • Hold staffing vendor accountable to the level of audit expectations including Labor Resources barcode deactivations when a contractor is released
  • Maintain high level of accessibility in order to manage quantity of badges being requested
  • Sorting and mailing all customer invoices
  • Learning and utilizing company systems as a part of the workday
  • Provide a professional & efficient reception service
  • Project a friendly welcoming attitude to all staff and visitors
Qualifications for receptionist / administrator
  • Well organized, dedicated, reliable, and flexible
  • A self-starter capable of multi-tasking and prioritizing
  • Ability to take initiative in completing assigned work and projects
  • Candidates should be looking for long term career within the company
  • Provide admin support for the Office Services Co-ordinator
  • Greet visitors, contractors, suppliers and new starters ensure they
5

Receptionist / Administrator Job Description

Job Description Example
Our growing company is looking for a receptionist / administrator. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for receptionist / administrator
  • Provide Facilities team members support on a regular basis
  • Ad-hoc tasks for the senior executives including diary management, reporting and expense management
  • Organising internal events, mail, office supplies, filing and copying
  • Receptionist personnel must be professional and of the highest standard, including correct uniform to reflect the company branding and image
  • Deal with incoming calls via the switchboard in a timely and courteous manner
  • Take and deliver accurate messages, screen calls and transfer to appropriate person
  • Meet and greet visitors to the office and offer refreshments
  • Log visitors in the guest book
  • Book and manage the availability of meeting rooms
  • Order/purchase catering for meetings and lunches
Qualifications for receptionist / administrator
  • Monitor the access of all PB staff, contractors and visitors to the building and escalate any suspicious circumstances to the Facilities & Security Coordinator (or the FM manager)
  • Minimum one (1) year experience in a receptionist role in a fast-paced environment
  • Strong and reliable attendance and punctuality record
  • Associate’s degree preferred or commensurate experience
  • 2 to 3 years’ Reception and admin experience
  • Effective written and spoken communication skills ·Proactive, innovative and energetic self starter ·Must be self managed and confident

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