Receptionist

at  CW Services

JOB DESCRIPTION SUMMARY

The Receptionist, reporting to the Site Facilities Manager, will be responsible for answering incoming calls, directing calls to appropriate staff, mail distribution and providing additional clerical support. The Receptionist is the first point of contact for the entire organization, which requires a positive attitude and polished, professional appearance. This position will multitask a variety of front office activities.

JOB DESCRIPTION

• Welcoming on-site guests, determine nature of business, and announces guest to appropriate personnel.
• Answering incoming telephone calls, determining purpose of callers, and forwarding calls to appropriate personnel or department.
• Taking and delivering messages or transferring calls to voicemail when appropriate personnel are unavailable.
• Scheduling conference rooms.
• Assist administrative assistants with clerical duties to include faxing, copying, and organizing/maintaining files.
• Ensure the main voicemail reflects office closings, special events as well as posting office closed signs.
• Answering questions about organization and providing callers with address, directions, and other information requested, while keeping strict confidentiality.
• Receiving and forwarding incoming faxes.
• Receives, sorts and distributes mail.
• Creating/terminating building security badges using an online portal.
• Submitting work orders for visitors, caterers, vendors and badge requests/ and or terminations.
• Support administrative and special projects requirements, as assigned.
• Other duties as assigned. Receives, forwards and files confidential information pertaining to the Facilities Department, as well as confidential pharmaceutical documents.
• Operates standard office machines and equipment including computers, scanners, printers, copiers, calculators, and fax machines.
• Complies with applicable District, state, local and federal laws, rules, and regulations.
• Occasionally perform work beyond a standard 40-hour work week when workload requires.
• Performs other duties as assigned.

QUALIFICATION

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 to do so. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Education and/or Experience: Requires a thorough knowledge of office practice, procedures and equipment to include filing systems, reception and telephone techniques, in conjunction with letter and report writing. Requires a working knowledge of those activities associated with budget, management and statistical record keeping.
• Requires a competence in computer based software programs that support this level of work, including but not limited to: word processing, spreadsheets, presentation graphics, and data entry into custom application systems.
• Must be skilled in using various standard office machines, including computers, fax machines, copiers, printers and calculators. Requires thorough knowledge of proper English usage, grammar, spelling and punctuation, along with good mathematical skills.
• Interpersonal Skills: Requires the ability to independently perform all duties of the position efficiently and effectively. Must be able to perform tasks with speed and accuracy.
• Language Skills: Must possess the ability to communicate fluently both verbally and in writing in English. Able to respond to common inquiries or complaints from members of the company. Possess the skills necessary to draft simple correspondence and routine reports. Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals.
• Mathematical Skills: Must be able to add, subtract, multiply and divide. Ability to perform these operations using units of American weight, measurements, volume and distance.
• Computer Skills: Proficiency in the usage of database software, internet software, e-mail, and word processing software. Possess the knowledge to proficiently use the following programs strongly preferred: ESIS, MS Word, PowerPoint, Publisher and Excel. The skills to type accurately and proficiently are required.
• Polished professional with outgoing attitude, be a team player and love to make the guests feel at home.
• Excellent typing skills (word processing; 50-60 wpm), high level of proficiency with general office PC applications (i.e. MS Word, MS Excel, MS Access, MS PowerPoint) and comfort with learning new applications as required.
• Demonstrated excellent organizational, coordinating and personal interface skills. • Proven job diligence, dedication and attention to detail.
• Commitment to work overtime on occasion. • Comfort and experience interfacing with various levels of staff and management, while working in a fast-paced environment.
• Familiarity and working knowledge of general office machines (i.e. fax, copier, printers, etc.) required.
• Demonstrate excellent written and verbal communication skills, including the ability to successfully communicate with the public, other employees and vendors.

EDUCATION (PREFERRED)

• A high school diploma or equivalent supplemented by post-secondary course work in a related business field is required.

EXPERIENCE

• At least 2-3 years’ experience as a corporate Receptionist in a clerical or administrative role required.
• Preference to experience within the service industry.
  C&W Services is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, sexual orientation, gender identity, protected veteran status or any other characteristic protected by law.
  In compliance with the Americans with Disabilities Act Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position at Cushman & Wakefield, please call the ADA line at 1-888-365-5406 or email HRServices@cushwake.com. Please refer to the job title and job location when you contact us.

• Education and/or Experience: Requires a thorough knowledge of office practice, procedures and equipment to include filing systems, reception and telephone techniques, in conjunction with letter and report writing. Requires a working knowledge of those activities associated with budget, management and statistical record keeping.
• Requires a competence in computer based software programs that support this level of work, including but not limited to: word processing, spreadsheets, presentation graphics, and data entry into custom application systems.
• Must be skilled in using various standard office machines, including computers, fax machines, copiers, printers and calculators. Requires thorough knowledge of proper English usage, grammar, spelling and punctuation, along with good mathematical skills.
• Interpersonal Skills: Requires the ability to independently perform all duties of the position efficiently and effectively. Must be able to perform tasks with speed and accuracy.
• Language Skills: Must possess the ability to communicate fluently both verbally and in writing in English. Able to respond to common inquiries or complaints from members of the company. Possess the skills necessary to draft simple correspondence and routine reports. Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals.
• Mathematical Skills: Must be able to add, subtract, multiply and divide. Ability to perform these operations using units of American weight, measurements, volume and distance.
• Computer Skills: Proficiency in the usage of database software, internet software, e-mail, and word processing software. Possess the knowledge to proficiently use the following programs strongly preferred: ESIS, MS Word, PowerPoint, Publisher and Excel. The skills to type accurately and proficiently are required.
• Polished professional with outgoing attitude, be a team player and love to make the guests feel at home.
• Excellent typing skills (word processing; 50-60 wpm), high level of proficiency with general office PC applications (i.e. MS Word, MS Excel, MS Access, MS PowerPoint) and comfort with learning new applications as required.
• Demonstrated excellent organizational, coordinating and personal interface skills. • Proven job diligence, dedication and attention to detail.
• Commitment to work overtime on occasion. • Comfort and experience interfacing with various levels of staff and management, while working in a fast-paced environment.
• Familiarity and working knowledge of general office machines (i.e. fax, copier, printers, etc.) required.
• Demonstrate excellent written and verbal communication skills, including the ability to successfully communicate with the public, other employees and vendors