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.