| Receptionist/Office Assistant
Division/Department: National Center Operations
Location: Chelsea, MA
Job Title: Receptionist/Office Assistant
Reports To: Christine Harrington
Type of Position: Full-time / Non-Exempt
Hours/week: 40
GENERAL DESCRIPTION + SPECIFIC DUTIES
The Receptionist/ Office Assistant will report to the Office Manager. The individual will have broad responsibilities which support all areas of the Company’s operations. Activities will include routine day-to-day tasks as well as one-time project assignments.
Specific Responsibilities:
- Staffing the front reception desk in the lobby, greeting visitors and ensuring they are comfortable and are warmly received. Promptly informing the person with whom the visitor is meeting.
- Politely and quickly answering the telephone and routing incoming calls.
- Ordering supplies as necessary for copy machines, printers and ensuring office equipment is properly maintained.
- Maintaining cleanliness of the reception area, copy room, and kitchen area and ensuring coffee supplies are available.
- As requested, booking travel, (air, hotel, car) for the staff in National Center Operations.
- Assist with mailings, courier service, reproduction of materials and other marketing communications.
- Provide support to the Director level staff, (e.g.Power Point, Excel, Word, etc.)
- Assist Office Manager with meeting planning, arrangements, and set up as required or requested.
- Assist with one-time projects as necessary.
WORK EXPERIENCE REQUIREMENTS + SPECIFIC SKILLS
- A minimum of three years experience in a similar office support role is expected.
- An outgoing and warm personality and the confidence to meet new people. This individual presents the first face of the company to a visitor.
- Daily demonstrates strong attention to detail, and a drive to share the company’s mission and vision.
- Sufficiently sophisticated to deal effectively and politely with visitors from all over the world.
- Strong and clear verbal communication skills. A positive and up-beat phone voice is expected.
- The willingness to take on new challenges and ownership of tasks and to assist wherever necessary. An “it’s not my job” attitude will not be acceptable.
- Exemplary customer satisfaction skills, including dealing effectively with the public, both in person and over the telephone
- Teamwork and developing consensus
- Creative and innovative techniques for performing assignments
- Proper English usage, spelling, grammar, and punctuation
- Business correspondence formatting
- Basic mathematical computations, accounting and record keeping
- Basic budgeting theories and principles
- Time management
- Computer applications related to the work
- Standard office administrative practices and procedures, including the use of standard office equipment; Excellent Microsoft skills, including Power Point, Excel, Word, Microsoft Project, Outlook
- Typing speed of 65+ WPM
- Excellent organizational skills and the ability to multi-task under pressure
- Ability to handle sensitive/confidential information
- Requires independent thinking and judgment
- Requires day-to-day flexibility
- Ability to hear, react to and respond to constructive criticism for the purposes of efficiency and growth
- Works well with ProCure staff on all levels, and develops excellent working relationships with ProCure’s national offices.
- Establishes excellent working relationships with ProCure’s customers – is seen as a “go to” person for administrative issues.
- Flexibility with day-to-day duties to ensure maximum efficiency of ProCure operations staff
- Performs all other duties that are unit specific and are appropriate to this position.
- Interpreting and implementing policies, procedures and computer applications related to the department or organizational unit to which assigned
- Analyzing and resolving office administrative and procedural problems
- Performing basic research and preparing reports and recommendations
- Organizing own work, coordinating projects, setting priorities, meeting deadlines and following up on assignments with a minimum of direction
- Using initiative and independent judgment within established policy and procedural guidelines
- Providing complex office administrative support in the areas of procurement, budgeting, report preparation and staff communication
- Communicating effectively with co-workers, subordinates, superiors, partner hospitals/medical practices, the general public, representatives of public and private organizations and others sufficient to exchange or convey information.
EDUCATION REQUIREMENTS
Associates degree or higher equivalent preferred, OR relative work experience. Must be proficient in use of Microsoft suite of products including Word, Excel, Power Point
CONTACT
If interested, please submit your resume to with the job title in the subject line. EOE.
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