Job Title: Receptionist/Admin Support
Department: Charlotte, NC ... Reports To: Director of Human Resources
Classification: Non-Exempt
Updated: July 2023
Position Summary
The Receptionist is the first point of contact for our company and provides support to the organization through a variety of administrative activities and related tasks. The receptionist is responsible for welcoming guests and operating a multiline telephone system to answer incoming calls along with other responsibilities including, but not limited to: redirecting calls and connecting visitors with the appropriate associates, distributing correspondence, conference room management and hospitality, and maintaining the breakroom. This position will also assist other Admins, including the Executive Assistant to the CEO, as business needs arise.
Essential Functions
· Greet visitors politely and advise appropriate personnel of their arrival
· Answer and screen calls in a multi-line phone system professionally and in a timely manner
· Transfer calls as appropriate or take detailed messages
· Ensure refreshments are provided to guests
· Manage incoming and outgoing mail
· Keep lobby, conference, and break room clean and presentable
· Record and notify recipient of all deliveries immediately
· Keep directory notebooks and computer databases up to date
· Partner with HR to update employee phone and address lists as needed
· Manage faxes as necessary
· Manage newspaper accounts and deliveries
· Maintain all conference room schedules in appointment book and online reservations as necessary
· Contact IT with telephone problems
· Contact courier for office needs
· Assist all TKC staff with various tasks/admin duties as needed
Other Functions:
• Trouble shoot equipment in break room to address any issues
• Maintain conference rooms: keep clean, sanitized, tidy, and ready for meetings
· Set up large meeting rooms with required seating, materials, catering, refreshments, etc.
· Check-in on meeting attendees to ensure needs are met
· Refresh meeting rooms after events
· Assist in setting up IT needs for meetings
· Serve as liaison with Facility Management services for repairs, including cleaning, and security concerns
Competencies:
· Customer Service Mindset
· Detail oriented
· Strong Interpersonal skills
· Strong Organizational Skills
· Excellent communication skills
· Supply Management
· Time Management
· Ability to multi-task
· Ability to work independently
Technical Skills
• Knowledge of Polycom/8x8 telephone equipment or equivalent
· Proficient in Word, Excel, Outlook and other computer software as necessary
· Ability to operate office equipment such as copiers, personal computers, etc.
Knowledge, Skills, Abilities
Required
• Three + years professional experience relative to role
• Experience in real estate, hospitality, construction, or development is preferred
Position Type / Expected Hours of Work
This is a full-time, on-site, non-exempt position. Working hours are Monday through Thursday, 8:15am – 5:30pm; Friday, 8:15am – 5pm.
Travel
There are no travel requirements for this position.
Supervisory Responsibilities
There are no supervisory responsibilities for this position.
Work Environment
This position operates in a professional office environment. The noise level in this work environment is usually quiet to moderate.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job: The employee is regularly required to talk or listen effectively. The employee frequently is required to sit, squat, stand, walk, use hands to finger, handle or feel and reach with hands and arms. Specific vision abilities required by this job include Close vision and Distance vision. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
EEO Statement
The Keith Corporation provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics.
In addition to federal law requirements, The Keith Corporation complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
The Keith Corporation expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of The Keith Corporation’ employees to perform their job duties may result in discipline up to and including discharge
