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Front Desk Receptionist

Company: A-MAX Auto Insurance
Location: Garland
Posted on: February 18, 2021

Job Description:

The Front Desk Receptionist, will be responsible for managing the front/reception area, receiving guests, answering incoming calls, directing calls to appropriate staff, Courier/mail handling and distribution and providing additional clerical support. The Office Administrator is the first point of contact for the entire organization, which requires a positive attitude and polished, professional appearance. This position will multi task a variety of front office, facilities and fleet activities as listed below. Job Responsibilities:* Manages reception area and looks after visitors, 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, takes and delivers messages when appropriate * Answering questions about organization and provides callers with address, directions, and other information requested. Ensure main voicemail reflects office closings, special events as well as posting office closed signs * Receives, sorts and distributes incoming/outgoing mail, faxes, manages special deliveries while coordinating with all mail vendors on matters related to mail & parcels. * Take charge of the overall upkeep and cleanliness of the entire Corporate office and all meeting rooms making sure that the cleaning services are at its best and all meeting rooms scheduling, cleaning and stocking is in perfect shape at any given time. * Arranges meetings by scheduling appropriate meeting times, booking various meeting rooms, and planning refreshments. Creates agendas and takes meeting notes as required. * Coordinate with all corporate vendors and services they provide * Support administrative and special projects requirements, as assigned. * Support Facilities & Fleet management department on special projects and tasks as assigned. * Communicates with relevant agencies to produce travel itineraries for business directors and employee events * Assists in planning and arranging events, including organizing catering * Handles expenses, billing cycles, purchase orders and invoicing * Drafts, formats, and prints relevant documents * Maintains stock lists and orders office supplies as needed * Interacts with directors and HODs to carry out their requests * Photocopies and files appropriate documents as needed * Attends workshops and conferences when requested Required Knowledge/Skills/Job Qualifications: * At least 2-3 years' experience Office and Task Management. Preference to experience within the insurance industry * 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. Adobe photoshop is desired but not essential. * 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 Core Competencies: * Strong Attention to Detail * Excellent Time Management Skills * Strong Prioritization and Organization Skills * Presentation Skills * Ability to Handle Confidential Information * Including Welcoming Guests to Events * Spanish is a Plus Education: * High School diploma or Associates in a related field

Keywords: A-MAX Auto Insurance, Garland , Front Desk Receptionist, Administration, Clerical , Garland, Texas

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