Front Desk Receptionist

Job Description

The Receptionist is responsible for the all-important initial impression of Martin Riley, Inc. by clients, salespersons, business associates and others. She/he is the official greeter both on the telephone and in the office. The Receptionist is responsible for the vital correspondence files. In her/his capacity of Administrative Assistant she/he works with all management personnel from the Partners, Operations Manager, Administration & Accounting Department Manager (to whom he/she reports), Architects, all Project Managers, Engineers and CAD Technicians, the Administrative Assistants and with other employees needing correspondence, forms created/completed or any other assistance

Responsibilities:

Answer all incoming telephone calls to maintain consistency and accuracy with the routing of calls

Be proficient in Microsoft Word, Excel, Access, Adobe, and Outlook with working knowledge of publishing software

Maintain knowledge of all company policies and procedures through her/his responsibility as the Corporate Policies and Procedures Manual Coordinator

Consistently presents a cheerful, pleasing disposition and professional appearance to guests, clients, management, and employees

Develops and implements improved operating policies, procedures, and systems for the office with approval of her/his supervisor

Maintains free exchange of non-confidential information through-out the company, answering questions relating to policies and other areas that are forthcoming from management and employees

Maintains knowledge of the location of all personnel during working hours

Keeps the Administration & Accounting Department Manager informed of her/his activities on a need-to-know basis. Informs her/him of conflicts of her/his time caused by workloads imposed by other managers and asks for resolution. Ensures that relations between her/him and other functions are handled through the chain of command as outlined in the company’s organization chart

Performs general office filing including plans, and all correspondence. Performs data processing as required

Production Support:

Record, produce and distribute meeting minutes

Prepare Agency approval applications

Assemble reports

Prepare customized database functions for office efficiency

Perform special projects as directed

Enter data accurately into various computer programs producing word processing spreadsheets, database, accounting and other output documents as requested

Provide administrative support for all Partners of the firm in anyway requested and/or required

Retain the directives of repetitive duties so as not to require retraining

Performs notification of various courier services for pickup and delivery according to established schedules

Processes outgoing mail daily as scheduled

Maintains all office supplies, procuring on a monthly basis. Takes inventory and creates a purchase order for approval by the Administration & Accounting Department Manager

Maintains the supply area in a neat and orderly manner

Schedules vendor box lunches and/or product information sessionsCompany Description

MartinRiley is an architect firm.

Full-time