Receptionist - Bilingual English/Spanish

Summary: 

As the Ambassador of First Impressions, this role professionally presents AMPAM to all guests, callers and supports employee/management’s needs. Oversees and maintains the Company’s lobby area activity. Greets and directs all visitors, including vendors, clients, job candidates and customers. Checks messages each morning/daily. Answers and fields all incoming calls/messages. Provides clerical support, special administrative tasks and projects and posts mail daily.

A variety of work includes office tasks, projects and services for management/department teams, as may be required. Ensures completion of data entry/scanning forms and sorting documents. This position requires organization, consistency, discipline, confidentiality, and a professional demeanor. As a team player, reliability, strong time management, interpersonal and multi-tasking skills are key.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Greet, assist and/or direct visitors, employees and the general public
• Provide office support in order to ensure work efficiency and effectiveness; meet deadlines
• Answer all incoming calls and handle caller’s inquiries with care
• Receive, direct and relay telephone messages, and announce deliveries upon arrival
• Assist with bulk mail and special projects for marketing/sales. Prepare and stamp outgoing mail
• Maintain general support (copying, edits, data entry) and manual production for HR/managers
• Assist the planning/preparation of meetings, conference telephone calls and, possibly, travel
• Provide clerical/administrative services for the Executive Team, HR and other departments
• May sign for receipt of subpoenas, with $15 check, as authorized per the CFO
• Provide clerical support for HR that include but are not limited to copying company products and employee notices to attach to biweekly payroll checks for the filed/office
• Notify facilities management of any building security issues or door/alarm malfunctions
• Refer to our Policies & Procedures and Employee Handbook to help new employees as needed
• Reproduce/copy a variety of HR materials as back-up for the HR team.

Competency:

To perform the job successfully, an individual should demonstrate the following competencies:

• Problem solving – Identifies and resolves problems in a timely manner; Works well in group problem solving situations; Uses reason even when dealing with emotional topics
• Customer Service – Manages difficult or emotional customer situations; Responds promptly to customer needs; Responds to requests for service and assistance; Meets commitments
• Oral Communication – Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Participates in meetings as needed
• Written Communication – Writes clearly and informatively; Edits work for spelling and grammar; Presents numerical data effectively; Able to read and interpret written information
• Organizational Support – Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization’s goals and values
• Attendance/Punctuality – Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time
• Dependability – Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan
• Initiative – Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed
• Professionalism – Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.  Some training will be provided. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• BA/BS degree; equivalent work experience, 3+ years’ business office experience in a corporate office environment working with Executive Management, Directors/Managers
• Bilingual Spanish/English – Verbal and written; ability to translate business documents
• Proficient in Microsoft Office – intermediate level:  MS Word, Excel, Outlook & PowerPoint, a +
• Reliable and responsible; demonstrated great work ethic
• Can take direction, constructive criticism, and work with little supervision
• Excellent communication (verbal and written) and good presentation skills

Physical Demands: 

• Must be able to remain in a stationary position a minimum of 80% of the time
• Ability to learn technical material, new programs to support the team
• The person in this position needs to occasionally move about inside the office to access files, office machinery, provide office supplies as needed, etc.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and printer.

This job description is subject to change at any time.