Front Desk Associate

Purpose

Provide first point of contact for external visitors. The position requires exceptional organizational skills, attention to detail, ability to maintain confidentiality, and flexibility to transition between various responsibilities throughout the workday.

Tasks

Reception:

• Serve as the first point of contact for the office, creating a positive and professional impression

• Answer telephones and direct calls to appropriate individuals

• Greet visitors, sign them in, and notify staff of their arrival

• Maintain visitor log and issue visitor badges according to security protocols

• Monitor office entrance and maintain security awareness

• Handle incoming and outgoing mail and deliveries

• Maintain a clean, organized, and professional reception area for four buildings

Hospitality:

• Arrange and set up food/beverages for team meetings and events

• Assist with conference room scheduling, preparation, and clean up

• Manage MO touring events, giving tours if necessary

General Administrative Support:

• Order and dispense office supplies, tracking inventory levels

• Draft correspondence and respond to routine inquiries

• Schedule appointments and meetings for staff

• Scan copies of correspondence or other printed material

• Operate office equipment and arrange for repairs when equipment malfunctions

• Maintain supply inventory and handle ordering

• Reconcile office supply credit card transactions

• Locate and attach appropriate files to incoming correspondence requiring replies

• Complete forms in accordance with company procedures

• Run errands as needed

Work Context

Body Positioning

• Spend Time Making Repetitive Motions

• Spend Time Sitting

• Spend Time Using Your Hands to Handle, Control, or Feel Objects, Tools, or Controls

Communication

• Contact With Others

• Electronic Mail

• Face-to-Face Discussions

• Letters and Memos

• Telephone

Environmental Conditions

• Sounds, Noise Levels Are Distracting or Uncomfortable

Impact of Decisions

• Frequency of Decision Making

• Impact of Decisions on Co-workers or Company Results

Routine versus Challenging Work

• Importance of Being Exact or Accurate

• Importance of Repeating Same Tasks

• Structured versus Unstructured Work

Pace and Scheduling

• Time Pressure

Work Setting

• Indoors, Environmentally Controlled

• Physical Proximity

Activities

Interacting With Computers

• Use accounting or bookkeeping software

• Use computers to enter, access or retrieve data

• Use desktop publishing software

• Use spreadsheet software

• Use word processing or desktop publishing software

Getting Information

• Assist with business or managerial research

Performing Administrative Activities

• Fill out business or government forms

• Maintain administrative services procedures manual

• Maintain appointment calendar

• Maintain inventory of office forms

• Maintain records, reports, or files

• Prepare billing statements

• Type letters or correspondence

• Process invoices

• Route multi-line telephone calls

Communicating with Supervisors, Peers, or Subordinates

• Establishing and Maintaining Interpersonal Relationships

• Organizing, Planning, and Prioritizing Work

Documenting/Recording Information

• Document provision of administrative services

• Enter time sheet information

• Maintain telephone logs

• Perform typing or data entry

• Take meeting notes

• Take messages

• Transcribe spoken or written information

Processing Information

• Compile data for financial reports

• Compile itinerary of planned meetings or activities

Performing for or Working Directly with the Public

• Greet customers, guests, visitors, or passengers

Communicating with Persons Outside Organization

• Answer calls using switchboard

• Write business correspondence

Updating and Using Relevant Knowledge

• Use oral or written communication techniques

Scheduling Work and Activities

• Schedule meetings or appointments

• Schedule or contract meeting facilities

Monitor Processes, Materials, or Surroundings

• Monitor office supplies and equipment

Tools and Technology

Tools

• Calculators

• Desktop computers

• Photocopiers

• Scanners

• Multi-line phone systems

Technology

• Accounting software (Intuit QuickBooks)

• Database user interface and query software (Microsoft Access, Salesforce)

• Electronic mail software (Microsoft Outlook)

• Graphics or photo imaging software (Adobe Photoshop, Canva)

• Microsoft Office Suite (Word, Excel, PowerPoint)

• Video conferencing platforms