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    Receptionist / Office Assistant - Los Angeles, United States - NEXGENS

    NEXGENS
    NEXGENS Los Angeles, United States

    2 weeks ago

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    Description

    Job Description

    Job Description

    Key Responsibilities:

    1. Greeting visitors: Welcome guests and direct them to the appropriate person or department. Provide information about the organization and its services as needed.
    2. Answering phones: Manage incoming calls, screening and transferring them to the appropriate individual or department. Take messages accurately and relay them promptly.
    3. Managing correspondence: Sort and distribute incoming mail and packages. Prepare outgoing mail and packages for delivery.
    4. Scheduling appointments: Coordinate and schedule appointments, meetings, and conference rooms. Maintain calendars and update schedules as necessary.
    5. Administrative support: Assist with various administrative tasks such as data entry, filing, photocopying, and scanning documents.
    6. Maintaining office supplies: Monitor inventory of office supplies and place orders when necessary. Ensure office equipment is in working order.
    7. Handling inquiries: Respond to inquiries from clients, customers, and employees in a courteous and professional manner. Provide assistance or redirect inquiries to the appropriate person or department.
    8. Providing hospitality services: Offer refreshments to guests and ensure they are comfortable while waiting. Arrange accommodations and transportation for visitors if needed.
    9. Maintaining a tidy reception area: Keep the reception area clean and organized. Ensure magazines, brochures, and other materials are neatly displayed.
    10. Adhering to security protocols: Enforce security procedures by verifying the identity of visitors and issuing visitor badges when necessary. Monitor surveillance cameras and report any suspicious activity.

    Qualifications:

    1. Excellent communication skills: Strong verbal and written communication skills are essential for interacting with visitors and colleagues effectively.
    2. Customer service orientation: A friendly and professional demeanor is necessary for providing exceptional customer service to guests and clients.
    3. Organizational skills: Ability to multitask and prioritize tasks efficiently in a fast-paced environment.
    4. Attention to detail: Accuracy and attention to detail are important for managing administrative tasks such as scheduling appointments and handling correspondence.
    5. Proficiency in computer skills: Familiarity with office software such as Microsoft Office suite (Word, Excel, Outlook) and experience with office equipment such as multi-line phone systems.
    6. Professional appearance: Presentable appearance and professional attire are important for creating a positive impression on visitors.

    Education and Experience:

    • High school diploma or equivalent required.
    • Previous experience in a receptionist or customer service role is preferred but not required.
    • Training in administrative tasks and customer service is an asset.

    This job description is intended to convey information essential to understanding the scope of the receptionist position. Duties and responsibilities may vary depending on the organization's needs and may be subject to change.

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