Lobby Receptionist

Job Description

Objective: To ensure efficient management of the lobby area, including mail/package handling, visitor control, and phone answering, in order to provide a professional and welcoming environment for visitors and staff.

***PLEASE APPLY AT ONTARGETTAFFINGLLC.COM AND CALL US AT TO VERIFY AND SET UP INTERVIEW

Responsibilities:

1. Greet visitors in a friendly and professional manner upon their arrival.

2. Control visitor access to the premises, maintaining security and confidentiality.

3. Maintain a tidy and organized lobby area and conference rooms.

4. Ensure timely and accurate handling of incoming and outgoing mail and disposition of deliveries.

5. Answer phone calls promptly and professionally and pre-screen calls as needed.

6. Clerical functions as assigned.

Procedure:

1. Greeting Visitors:

· Greet visitors as they enter the lobby.

· Smile and maintain a positive and welcoming demeanor.

· Politely inquire about the purpose of their visit and direct them accordingly.

· Offer assistance with coats, bags, or other items, if applicable.

· Notify the receiving employee or department of the visitor's arrival.

2. Visitor Control:

· Request visitors to sign in using the visitor log.

· File visitor log pages after each visitor/visit.

· Issue visitor badges, if required, explain any relevant security procedures.

· Notify the receiving employee or department of the visitor's arrival via telephone.

- Vendors who regularly provide a service may sign in and conduct their business (i.e. Cintas, Alsco, Shred Assured, and Professional Vending Service).

· Ensure visitors are not left unaccompanied in the lobby.

· Monitor CCTV cameras of entrances to prevent unauthorized access or suspicious activities and notify HR of any breaches; screen visitors using the front and back entrance call box.

3. Lobby/Conference Room Maintenance:

· Regularly check the lobby area and conference rooms for cleanliness and tidiness.

· Following meetings, ensure video equipment is turned off, food and beverages are removed and table wiped down as needed, push in chairs, and change room status to Available.

· Conference Room scheduling - view access is available, to schedule contact approved schedulers (Barbara Madden, Leslie del Pozo or IT).

· Keep writing materials, brochures, and promotional items organized and replenished as necessary in all conference rooms; request replenishment through HR or Marketing.

· Ensure any visitor signage is displayed and/or notices are current and relevant.

4. Mail and Package Handling:

· Collect incoming mail from the designated mail area at regular intervals.

· Sort mail and distribute it to the appropriate recipients promptly and accurately.

· Large package deliveries via FedEx or UPS should be directed to the rear entrance ramp, contact the recipient and advise of delivery pickup. For packages acceptable in the lobby, call recipient and advise package is in mailbox area of the lobby.

· Prepare outgoing mail, affixing correct postage and ensuring proper addressing.

· Maintain confidentiality and handle sensitive or classified mail with appropriate care.

· FedEx Packages for outgoing shipment – prepare FedEx Label, if required, prepare package for shipment, if applicable.

5. Phone Answering:

· Answer incoming calls promptly, within the designated number of rings.

· Greet callers with a professional and courteous tone, stating the organization's name. “Good morning/afternoon, thank you for calling QEP, how may I help you.”

· Identify and direct calls to the appropriate person or department.

· If the intended recipient is unavailable, offer assistance or take a message accurately.

· Handle emergency or urgent calls following established protocols.

· Calling 911, local police, fire department/rescue.

· Human Resources

6. Clerical Functions:

· Maintain front lobby information binder; replace updated phone lists, organization charts, policies/procedures, etc.

· Maintain candy dish; ensure it is filled with Lifesaver Orange mints; maintain supply and request replenishment through HR.

· Monthly Birthday Cards

- Receive monthly list from HR; email the name and date (follow template email) to the respective supervisor advising them of the birthday; prepare cards, create mailing label from the list and (1) mail out 5-7 days prior to birthday or (2) place envelope on (Boca) employee’s desk either in the evening or early morning.

- Replenish cards through HR.

· Monthly Anniversaries

- Receive monthly list from HR (same list as birthdays); email the name, date and years of service (follow template email) to the respective supervisor.

· Prepare and send Breakroom Announcements as needed (i.e. refrigerator clean out)

· Bi-weekly FedEx and UPS Packages for Payroll

- Bi-weekly on Wednesday morning - Incoming UPS is delivered; contact Payroll Manager as soon as packages arrive.

- Bi-weekly Wednesday afternoon – Payroll Manager will provide FedEx Express packages to go out same day (follow FedEx Express procedure for outgoing packages above).

· Daily Coffee Service Maintenance – After 5:00 pm, drain and clean the overfill container, dispose of coffee grinds, rinse grind container and replace paper towel; once per week, clean plastic powder dispensers. Replenish sugar, cup sleeves, and stirrers as needed. Advise HR of any replenishment to supplies.

· New Employee MVV Boxes – pack and ship as needed/per request. Occasional assembling of boxes.

· Service Awards – Receives report from HR Manager (Dalton, GA) monthly; will (1) send template email to respective managers of milestone year of their employee(s), and (2) send template email to employee if selection of award and/or size is required. Will distribute (Boca Raton employees only) their service award gift upon arrival of awards.

· Lobby Holiday Decoration – decorate lobby tree and other holiday accessories.

- Gatekeeper for contests and other activities requiring central location.

· Clerical duties as assigned.

Notes:

· Receptionists should dress professionally (you are the first impression/ambassador) and adhere to the organization's dress code.

· Receptionists should be familiar with emergency procedures and contact information.

· Receptionists should stay up to date with any changes in policies, procedures, or organizational information

Job Types: Full-time, Temp-to-hire

Pay: $17.00 per hour

Benefits:

Health insurance

Schedule:

8 hour shift

Full time - M - F

No weekends

Ability to Relocate:

Boca Raton, FL: Relocate before starting work (Required)

Work Location: In personCompany Description

On Target Executive Search is a division of On Target Staffing, LLC. With 30 offices across the United States we are able to provide services to companies and individuals both local and national. We know that one size does not fit all. That’s why we take an individualized approach— offering customized recruiting solutions tailored to your unique needs. Our approach is to clearly understand your business goals, identify the best position for you, and enhance your opportunities. We look forward to working with you!