Receptionist & Assistant Job Description
Receptionist & Assistant Duties & Responsibilities
To write an effective receptionist & assistant job description, begin by listing detailed duties, responsibilities and expectations. We have included receptionist & assistant job description templates that you can modify and use.
Sample responsibilities for this position include:
Receptionist & Assistant Qualifications
Qualifications for a job description may include education, certification, and experience.
Licensing or Certifications for Receptionist & Assistant
List any licenses or certifications required by the position: CPR, BLS, CMA, CCMA, CNMA, RMA, AAMA, AED
Education for Receptionist & Assistant
Typically a job would require a certain level of education.
Employers hiring for the receptionist & assistant job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Associate Degree in Education, Associates, Management, Business, Communication, General Education, Administrative Assistant, Technical, Business/Administration, Computer
Skills for Receptionist & Assistant
Desired skills for receptionist & assistant include:
Desired experience for receptionist & assistant includes:
Receptionist & Assistant Examples
Receptionist & Assistant Job Description
- Assist accounting departments as needed, ie QOS Hours, Rogers Cell Phone expenses
- Travel coordinator for domestic and international travel
- Answers telephones and directs the caller to the appropriate employee
- Accepts products and services provided to the company (Staples, food deliveries)
- Maintains Reception area
- Assists with other related clerical duties such as photocopying, faxing, filing and collating
- Coordinate and respond to facility inquires and liaison with vendors, vendor deliveries/repairs
- Handle errands which can include purchasing of items and supplies
- Set up / break down lunch buffet and same with refreshments for meetings
- Maintain executive’s calendar, assist in follow up of emails
- Organizational skills – able to deliver consistent results in a timely manner
- Experience in utilizing client database software to maximize results for our clients and our firm
- Good writing, grammar and spelling skills
- Loyalty, integrity and caring attitude
- Strong level of customer service
- Coordinate and organize a variety of activities and events
Receptionist & Assistant Job Description
- Plan and coordinate all travel bookings (flights, accommodation, visas) and meetings for the Directors, Senior Management and department members for summits and global meetings
- Assisting the Office Manager with various projects, as needed
- Managing a multi-line telephone and reception area, (greeting and directing visitors)
- Managing couriers, maintaining meeting calendars, scheduling catering, purchasing all office supplies as needed/requested
- Maintaining and organizing copy rooms, file and promotional rooms (assembling promo bags and gifts)
- Provides courteous and prompt service to all internal and external customers
- Identifies opportunities and recommends methods to improve service, work processes and financial performance, expense management
- Acting as full back up for morning and mid-day receptionist as required
- Nightly checking conference rooms
- Maintain general office operations
- Basic knowledge of computer platforms and applications
- Some basic IT troubleshooting skills would be helpful, connecting screens to laptops, Microsoft Office etc
- Strong technical
- Ability to handle and maintain confidential information with extreme discretion
- Ability to prepare presentations including charts, graphics and tables, speaker notes and handouts, - Preferred
- 2+ years of previous experience in a Receptionist and/or Administrative role
Receptionist & Assistant Job Description
- Excellent verbal communication skills with a good phone manner and good written skills
- Prioritizing and managing multiple tasks simultaneously
- Work with the Reservation Team to maximise corporate and group rates
- Have full knowledge of all rates, packages & promotions, room types and overall hotel product
- Check correspondence on a daily basis before arrival date and ensure all relevant information is acquired and fully documented
- Ensure all VIP and special requests are handled efficiently and accurately
- Increase and optimise room sales in line with the brand and hotel's sales policy
- Assist the Revenue Manager to maximise occupancy
- Run all appropriate reports connected with rooms and distribute to the Revenue Manager
- High level of both written and spoken English is required
- 2+ years of previous experience in an Administrative and/or Receptionist role
- Previous knowledge of Opera is desirable
- Be passionate about your work, as you will work as part of the reservations team providing an efficient and effective service
- Greet and assist walk-in clients
- Schedule appointments and reserve meeting rooms
- Complete scanning projects
Receptionist & Assistant Job Description
- Signing guests in and providing name tags
- Assisting with catering set up and clean up
- Handling other tasks as assigned by Office Manager and/or Coordinator
- Maintain the office and workspace assignments directory
- Manage the ordering, receiving, and distribution of office supplies, beverage services
- Coordinate with and manage office vendors and services (cleaning staff, facilities management, maintenance requests, food and beverage service)
- Process and approve business card orders for all colleagues
- Arrange travel and process expenses for designated groups
- Assist with preparing meetings, including space set-up and placing food/catering orders
- Ensure conference rooms, breakrooms, and copy rooms are clean and supplied
- CPR or BLS certification within 60 days of hire
- Medical Assistant certification through AAMA
- Prior experience as an administrative assistant, preferably within a professional services firm
- Experience in a support role, Personal or Administration Assistant, ideally supporting multiple team members
- Familiarity with various office equipment - copier, facsimile machine, laminator, postage machine
- Maintain office equipment in good working order including phones, WIFI
Receptionist & Assistant Job Description
- Oversee the management and distribution of all mail, couriers and other deliveries
- Maintain visitors logbook and provide guest passes to visitors
- Order & track inventory of office stationary, kitchen supplies and other consumables
- Raise Purchase orders as required
- Coordinate daily catering service with vendor and maintain logbook for plate counts
- Coordinate with the HR team for scheduling appointments, issuing entry passes and booking meeting rooms for interviews
- Maintain safe and clean reception area by complying with rules and regulations
- Maintain adequate paper in the printer room daily
- Welcome external visitors and assist them with their requirements
- Responsible for effectively recording, maintaining, and reporting human resource information
- High energy level, yet calm in busy environment
- Positive, friendly and helpful attitude - a real team player
- Good at problem solving on the fly
- Very comfortable with technology, including fluency with Microsoft Outlook
- Positive, client-oriented, take-charge attitude
- Able to work well with external clients