Office Administrator/ Receptionist

Position:

Office Administrator/ Receptionist

Reports To:

HR and Office Manager

Summary

The Office Administrator/ Receptionist is responsible for a wide variety of clerical and administrative duties in support of company. This includes coordinating and communicating office activities, data entry, greeting and screening visitors, answering and re-directing inbound telephone calls, scheduling appointments, preparing new documents as requested and monitoring office supplies and stationery stationary supplies.

Core Competencies

• Customer Focus

• Communication

• Energy & Stress management

• Team Work

• Quality Orientation

• Problem Solving

• Accountability and Dependability

• Operating Equipment

• Ethics and Integrity

• Attention to detail

Job Duties

• Respond to telephone, e-mail, and in-person inquiries from clients, business partners, and other parties.

• Refer all inquiries to the appropriate individuals, divisions, or departments across the organization.

• Take and record telephone, e-mail, or written messages for staff members.

• Type forms, letters, reports, and memos as necessary.

• Receive and distribute all forms of paper correspondence.

• Organize, maintain, and coordinate office records and files in their proper locations.

• Where necessary, assist in the entry and compilation of data for various reports or for various departments.

• Coordinate the logistical aspects of departmental programs, such as meetings, seminars, workshops, special projects, training, and events.

• Monitor health and safety and other regulatory compliance matters, and facilitate training or external reporting where required.

• Arrange and book meetings in boardrooms, off-site conference halls, and other locations; ensure the appropriate presentation equipment is there.

• Participate in policies and procedures issues.

• Perform all job functions with adherence to GVL corporate values.

• Effectively work with all GVL departments in order to meet specific product and customer requirements.

• As a client-facing worker, present a positive and professional image of the organization to all visitors, suppliers, inquiries, and other interactions.

• Provide information to staff and/or clients about special activities.

• Arrange travel bookings via approved providers

• Arrange offsite meetings and hotel room accommodations as requested

• Administer and manage inbound/outbound mail, including priority post, packages, courier services, and other correspondence.

• Maintain the reception in a tidy and presentable manner.

• Accept and monitor inbound shipments as necessary.

• Maintain custom filing system

• Maintain company purchasing filling system

• Manage visitor logs and issue visitor passes

• Ensure all visitors abide by safety protocols when on premises

• Perform general administrative tasks such as filing, data entry, photocopying, and scanning

• Schedule appointments, meetings, and conference rooms as needed

• Assist with document preparation, reports, and correspondence

• Maintain office supplies inventory and place orders when necessary

• Coordinate travel arrangements and itineraries, if required

• Support various departments with ad-hoc administrative tasks

• Perform other duties as required (Some Accounting duties will be specified by Belinda Shi).

Requirements

• High school diploma or GED, or an acceptable combination of education and experience.

• Minimum 3 to 5 years of direct work experience in a receptionist capacity.

• Strong knowledge of general office procedures involving procurement, travel arrangements, budget management, and so on.

• Superior typing and dicta-typing skills.

• Able to write simple correspondence, including memos, letters, etc.

• General mathematical skills.

• Ability to apply understanding to carry out instructions in written, verbal, or diagram form.

• Knowledge of supplies, equipment, and/or services ordering, as well as inventory control of these items.

• Strong knowledge of Microsoft Office products, including Excel, Word, and PowerPoint.

• Able to maintain filing systems and basic databases.

• Excellent analytical and problem solving skills.

• Meticulous records maintenance skills.

• Superior telephone manners and strong interpersonal skills.

• Strong written and verbal skills to communicate with all levels of the organization and its executive team.

• Strong customer service orientation.

Working Conditions

• Ability to attend and conduct presentations.

• Able to occasionally lift items as heavy as 50 lbs.

• Manual dexterity required to use desktop computer and peripherals.

• Overtime as required.