Receptionist/Administrative Assistant - Spring Hill
We are seeking a professional and experienced Receptionist/Administrative Assistant to join our team. This is not an entry-level position; current experience in a receptionist or administrative role is required. The ideal candidate will serve as the first point of contact for our company and must exhibit excellent communication, organization, and multitasking skills.
Summary: Assist the client service representative and other team members.
Duties and Responsibilities include the following:
- Receives company, customer and vendor inquiries via telephone, mail, email, or walk in.
- Meets and greets clients as they enter or leave.
- Check the answering machine first thing in the morning and signs for any mail received.
- Orders clients gift cards, flowers and product prospectuses and tracks orders on internal spreadsheets.
- Responsible for keeping a fax log, phone log, & mail log of all faxes, calls & mail received. Ensuring that all documents received and transmitted are timed and date stamped.
- Sorts mail according to the company and client’s last name.
- Answers multi-line telephone system, takes accurate messages, and screens and directs telephone calls for management in a professional manner.
- Has all guests sign in on the FTA Sign In Sheet.
- Manages Receptionist Front Desk Area, Lobby, Conference Rooms & Bathrooms for cleanliness & tidiness.
- Alerts REPs and/other staff members by calling or knocking on their door to inform them of clients’ arrival and/or meeting times.
- Assist to ensure complete and accurate client records, make corrections and modifications by contacting clients as needed.
- Routes all service calls to Client Service Manager (CSM) or New Business Manager (NBM); Routes sales calls for calendar changes to Client Relationship Manager (CRM) or Business Development Manager (BDM); routes all Tax Calls to Tax Manager (TAM).
- REC is responsible for emailing messages if CSM, NBM, CRM, BDM, TAM, or REPs are not available.
- Follows up with all employees and REPS to make sure all phone calls were returned by the end of the day.
- Responsible for receiving and adding prospects and client’s seminar.
- Maintain an organized office calendar and schedules meetings and appointments as needed.
- Responsible for ordering lunch for REP’s and picking up if needed.
- Composes, prepares, and proofreads correspondence, office memos and reports.
- Maintains files in an organized and accessible manner to include updating information, purging files on a regular basis and creating new filing systems as needed.
- Provides administrative support for special projects to include research, compiling data and preparation of summary reports based on results.
- Completes travel arrangements to include accommodations, transportation, and a prepared itinerary.
- Inventories and orders office supplies and equipment as directed.
- Performs other related duties as assigned.
Key Competencies:
- Professionalism.
- Advanced computer skills.
- Excellent planning and organizational skills.
- Excellent prioritization skills and information monitoring.
- Strong written and oral and telephonic communication skills.
- Attention to detail and accuracy.
- Maintaining confidentiality.
- Teamwork and excellent interpersonal skills.
- Client oriented with a strong commitment to client services, client relations, client satisfaction, and total client experience.
- Maintain accurate records and maintain confidentiality principles.
- Ability to multi-task.
Qualifications:
- Minimum of 1-year Current Receptionist/Administrative Assistant experience required.
- Strong Microsoft Office Experience Required (Word, Excel, Teams, Outlook) required.
- Ability to type 55+ wpm Required.
- Ability to work in a fast-paced environment.
- Strong attention to detail.
Benefits:
- 8:30am-5pm Mon-Fri.
- $15.00/HR.
- Paid Weekly.
- Health Benefits.
- Referral Program.
- Fosters Upward Mobility in both responsibilities and pay.
To schedule an interview, call, or text Alexandra at 352-678-4019.
