Front Desk Receptionist

Horizon House of Peru is a Community Based Organization that provides services and support to people with disabilities and their families. We listen to the people we support, we learn from them and we let their needs and wants guide our services. We serve people in their home communities, as required.

Summary

The Receptionist is responsible for a wide variety of clerical office duties in support of company administration. Includes coordinating and communicating office activities, greeting and screening visitors, answering and referring inbound telephone calls, and scheduling appointments. The Receptionist will also be responsible for administrating company correspondence.

Core Competencies

• Customer Focus

• Communication

• Energy & Stress

• Team Work

• Quality Orientation

• Problem Solving

• Accountability and Dependability

• Operating Equipment

• Ethics and Integrity

Job Duties

• Respond to telephone, e-mail, and in-person inquiries from clients.

• Refer all inquiries to the appropriate individuals, or departments across the organization.

• Take and record telephone, e-mail, or written message for staff members.

• Type forms, letters, reports, and memos as necessary.

• Receive and distribute all forms of paper correspondence.

• Organize, maintain, and coordinate office records and files in their proper locations.

• Where necessary, assist in compiling data for various reports.

• Coordinate the logistical aspects of departmental programs, such as meetings, seminars, workshops, special projects, and events.

• Arrange and book meetings in boardrooms, off-site conference halls, and other locations; ensure the appropriate presentation equipment is there

• As a front-line worker, present a positive and professional image of the organization to all visitors, suppliers, inquiries, and other interactions.

• Provide information to staff and/or clients about special activities.

• Schedule appointments for interviews.

• Ensure all forms and reports are completed as needed.

• Ensure that the appropriate evacuation procedures are carried out in the event of an emergency.

• Observe and report any security issues to manager.

• Arrange travel bookings via approved providers, distribute tickets to staff, and post incurred expenses to the summary sheet.

• Administer and manage inbound/outbound mail, including priority post, packages, courier services, and other correspondence.

• Maintain the reception in a tidy and presentable manner.

• Order refreshments for meetings and ensure guests needs are met

• Accept and monitor inbound shipments as necessary.

Requirements

• High school diploma or GED, or an acceptable combination of education and experience.

• 1 year of direct work experience in a receptionist capacity.

• Strong knowledge of general office procedures involving procurement, travel arrangements, budget management, and so on.

• Able to write simple correspondence, including memos, letters, etc.

• General mathematical skills.

• Ability to apply understanding to carry out instructions in written, verbal, or diagram form.

• Adjusts and is flexible to meet changing work needs and demands.

• Knowledge of supplies, equipment, and/or services ordering, as well as inventory control of these items.

• Strong knowledge of Microsoft Office products, including Excel, Word, and PowerPoint.

• Is fiscally responsible and suggests cost-saving measures.

• Able to maintain filing systems and basic databases.

• Excellent analytical and problem solving skills.

• Meticulous records maintenance skills.

• Superior telephone manners and strong interpersonal skills.

• Strong written and verbal skills to communicate with all levels of the organization and its executive team.

• Strong customer service orientation.

Working Conditions

• Ability to attend and conduct presentations.

• Able to occasionally lift items as heavy as 50 lbs.

• Manual dexterity required to use desktop computer and peripherals.

• Overtime as required.

Benefits:

• Dental care

• Extended health care

• Life insurance

• On-site parking

• Paid time off

• Vision care

• Wellness program Flexible

Language Requirement:

• French not required