Job DescriptionJob Description
Overview
Opportunity: Corporate Receptionist
Greet and assist visitors both in person and via the telephone and direct to the appropriate person. Assist with various administrative tasks to support the overall operation of the office.
Potential Career Path
Administrative Assistant - Coordinator - Specialist
Essential Job Functions
- Answer and direct phone calls on multi-lined phone system ensuring all incoming calls are answered promptly and professionally.
- Greet visitors upon arrival and notify necessary parties of the arrival.
- Monitor and schedule conference room meetings, coordinating specific Information Technology requirements, as necessary.
- Sort and distribute mail and shipments promptly.
- Make copies, collate, bind, staple, and file documents and reports as needed.
- Monitor front desk reception area, refilling company brochures and maintaining general appearance.
- Monitor break room supplies and maintain overall condition.
- Prepare coffee/beverages for guests and maintain stock and cleanliness of related machines and supplies.
- Provide administrative support to partners and other colleagues, as required, and perform related clerical work such as word processing, document preparation, binding, correspondence preparation, etc.
- Monitor fax machine and distribute incoming faxes to the appropriate individual.
- Prepare all outgoing mail for pickup, and proactively order all necessary supplies.
- Generate shipment labels and contact vendors for courier service, as necessary.
- Deposit all checks via use of the banks' online check deposit systems and scan, log and file all check deposits.
- Maintain and update the internal phone list, and, as necessary, the list of managed and owned properties.
- Maintain log of security passes for guests and associates.
- Assist with tax returns, preparing certified receipts, and maintaining saved files on the shared drives.
- Assist with scheduling and administrative tasks related to the company vehicles.
- Complete special administration based projects as assigned.
- Follow sustainability guidelines and practices related to HHM's EarthView program.
- Practice safe work habits.
- Perform other duties as requested by management.
Position Requirements
- 2-3 years minimum receptionist / admin experience.
- Proficient in use of Outlook, Word, Excel and PowerPoint.
Work Environment and Context
- Extended work hours may be required to meet deadlines.
- Required to sit for extended periods, lift up to 10 pounds, bend, reach, use hands and fingers to operate keyboard.
What We Believe
People Are Our Capability - Hearts That Serve - Only Excellence - Stay Nimble - Own It
