Senior Receptionist & Switchboard Operations MS Onsite

The Front of House (FOH) Services include (but not limited to):

A. Reception Services

1. Answer calls within three rings and deal with these queries efficiently

i.  Phone script for answering phones.  Encourage contagious habit of smiling. 

2. Ensure all visitors and colleagues are greeted when entering the reception area

3. Ensure emails are dealt with efficiently and any extra administrative support is provided

4. Maintain a high degree of confidentiality and integrity

B. Visitor Processing

1. Register all visitors with building security portal 

2. Visitor names are going to be provided by colleagues or meeting organizers via email

3. Ensure visitors sign-in Visitor’s Log

4. Contact colleagues or meeting organizers to inform them their visitor(s) are in the reception area.  

For internal meetings direct visitors to the scheduled conference rooms.

5. Assign visitor/guest security cards in accordance with the site procedures

a. Maintain inventory of security cards and report missing cards promptly to Facilities

Services. 

C. Conference / Meeting Support

1. Meetings can range from 4 to 50 attendees and occasionally meetings can have attendees from 50 to 100 plus. 

2. Supporting Conference Rooms and Team Rooms

D. Catering Support Services

1. Meeting hosts and Administrative Assistants will provide all catering requests to the Front of House team, and it

is the responsibility of the Front of House team to place the orders.

2. Processing and coding of Catering invoices

POSITION PROFILE

Perform in a senior level capacity to create and maintain a professional image of the company by providing prompt, courteous and efficient service to visitors, guest employees, telephone callers, taking and relaying messages and performing various light administrative duties.

  Job Duties and Responsibilities

�·         Greet visitors, ask them to sign in, issue them a Visitor Badge, process and assign wireless network account for Headquarters, if applicable and contact the employee the visitor is to see.

�·         Activate access for temporary badges for Headquarters employees who forgot or lost their badge or if their badge is malfunctioning.

�·         Answer and properly route global calls, some confidential in nature, using company -wide switchboard or provide appropriate information to the caller. Calls are to be handled expeditiously, in a professional and businesslike manner while being friendly and using a high standard of customer service.

�·         Prioritize calls and escalate customer service issues to the proper chain of command.

�·         Takes initiative to ensure the company phone and speed dial lists are current.

�·         Responsible for training a back-up and providing guidance on policies and procedures.

�·         Notify employees upon receipt of inbound deliveries or have the delivery made to the Mail Room as is appropriate.

�·         Provide light administrative support to Headquarter staff as directed such as issuing facility access cards to employees, scheduling meeting room, assisting Administration or any other team when needed for various tasks (envelope labels, compiling manuals, etc.).

�·         Proactively seeks out additional work during downtime.

�·         Follow up on loaned access cards to make sure all are returned and contact Security if card is not returned by the end of the day.

�·         Builds professional relationships with customers and other teams.

�·         Maintain the reception area in a neat and orderly fashion to include visitor reading materials.

�·         Perform other duties as assigned by the Site Manager.

 

Qualifications (Education, Experience and Certifications)

Typically Required:

�·         Requires high school diploma.

�·         Experience working in a Headquarters environment preferred.

�·         8+ years of experience as a receptionist in a busy switchboard environment preferred.

�·         Type 40 wpm.

�·         Must be flexible to work hours between 7:00 AM and 5:00 PM (normally an eight hour shift).

 

KNOWLEDGE, Skills And Abilities

�·         Strong verbal and written communication skills

�·         Demonstrated customer service/relations skills

�·         PC skills

�·         Basic clerical and secretarial skills

�·         Ability to handle high volume telephone calls

�·         Good organizational skills

�·         Good judgment skills

 

Working Conditions, MENTAL AND PHYSICAL DEMANDS

�·         Typically, an office environment with adequate lighting and ventilation, and a normal range of temperature and noise level.

�·         Work assignments are diversified. Interpret, comprehend and apply complex material, data and instruction �· prepare, provide and convey diversified information.

�·         Minimal physical effort required. Work is mostly sedentary but does require walking, standing, bending, reaching, lifting or carrying objects that typically with less than 10 lbs. (e.g., papers, books, files and small parts, etc.).

�·         Moderate dexterity �· regular application of basic skills (calculator, keyboard, hand tools, eye/hand coordination.

 

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, skills, efforts or working conditions associated with a job.