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RECEPTIONIST / ADMINISTRATIVE ASSISTANT (M-F 8 : 30am-5pm) - Spring Hill

RECEPTIONIST / ADMINISTRATIVE ASSISTANT (M-F 8 : 30am-5pm) - Spring Hill

InovaSpring Hill, FL, US
30+ days ago
Job type
  • Full-time
Job description

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 clients 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 / or 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 clients seminar.
  • Maintain an organized office calendar and schedules meetings and appointments as needed.
  • Responsible for ordering lunch for REPs 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.
  • Responsible for viewing the Policies and Procedures Manual and Employee Handbook in more detail for the procedural guidelines.
  • 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 apply : Visit our website at www.InovaStaffing.com and click the Apply button to choose the Tampa location. To schedule an interview, call or text Alexandra at 352-678-4019. She will ensure you are well taken care of throughout the hiring process.

    Inova Staffing is an Equal Opportunity Employer.

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    Spring Hill • Spring Hill, FL, US