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Bilingual Receptionist

Company Name:
Professional Employment Solutions, Inc.
Position Summary:


This position is responsible for the professional and efficient managing of visitors, consumers, telephone calls and messages, as well as a variety of clerical duties that support consumer services, information and referral and the operation and presentation of a professional office.

Essential Functions and Responsibilities:


Phones

Adept at using all features of the telephone system and voice mail.

Promptly, accurately, professionally and courteously receives 100% of all telephone calls and visitors.

Promptly, accurately, professionally and courteously assesses 100% of received calls/inquiries and directs and/or records and relays messages.

Enter calls/issues from customers related to properties in BOSS system promptly.

Daily check general voicemail messages and messages from other extensions when requested.

Modify Day or Night main AVAYA main telephone menu

Support staff to modify and/or personalize their landline voicemail. Email instructions.

As needed, calls API emergency answering service to add or delete contacts or accounts, change greetings, etc.

Make appointments for servicing the AVAYA IP office telephone system when needed.

As needed calls Cox Business to report any issues with business telephone lines or internet.

Mail

Maintains knowledge of current postal regulations and services frequently used by the organization.

Prepares and processes 100% of outgoing mail to include: accurate weighing; coding; sorting; affixing postage; properly addressing; and preparing overnight/return receipt mail.

Opens and legibly and appropriately stamps, as applicable, delivered mail and sorts appropriately for distribution.

Daily enters incoming check's information in "Check Log" file in google docs.

Signs for deliveries when necessary and notifies recipients.

Schedule FedEx outgoing packages

Ensures postage system is operational and keeps supervisor informed of postage needs.

As needed, calls Pitney Bowes to update postage balance and obtain updates to postage machine software.

Sort and distribute faxes and email

Office

Greet persons entering organization

Oversee all aspects of office coordination

Coordinate and maintain records for staff, office space, telephones

Ensure kitchen and bathrooms are stocked with appropriate supplies.

Maintain office equipment. Operate, clean regularly and arrange for the repair and maintenance of office. Order toner when needed.

Ensures that common areas are clean and equipped with office supplies as needed.

Research, price and purchase office furniture, equipment, office and cleaning supplies.

Collect and maintain inventory of office equipment and supplies. Ensure that staff members have required office supplies to perform their duties.

Maintains a thorough working knowledge of and adheres to organization/project policies, regulations and procedures.

Keeps immediate supervisor well-informed of activities, results of efforts and problems identified/potential problems; recommends corrective actions to immediate supervisor.

Support HR Manager with Verizon Business Account maintenance (invoices, deductions, devices, etc.)

Prepares purchase orders and emails them to Alphagraphics to purchase forms and stationery when requested.

Prepares purchase orders and emails them to Antigua for management uniforms. Receives Antigua apparel and distributes apparel to managers and supervisors. (Every 6 months and/or when requested).

Performs routine office tasks necessary for the operation and presentation of a professional office as observed by the supervisor.

Documentation and Filing

As needed, assists with administrative tasks to include typing, filing, proofreading, and maintenance of service logs and data entry.

Makes copies of correspondence, manuals or other printed materials.

Translates from English to Spanish and Spanish to English a variety of documents

Support Business Development with proposals when needed

Client's Contracts

Prepares contracts for co-owner's signatures

Send contracts to clients via FedEx

Send "Welcome Letter", Change of ownership" or Cancellation" letters to clients.

Request Workers Compensation and General Liability certificates

Upload in BOSS system all property documents (executed contracts, certificates of insurance, maps, etc)

HR

Receive ADOT Medical Exams paperwork from Manager or by Mail. Laminate Card and give to Manager. Enter Information in "ADOT Medical Exam" file and file paperwork in binder by the last name.

Maintain Workers Comp files

Support HR Manager Coordinate employee activities, company lunches and help with company wide events as necessary

Backup with employee uniforms when needed.

Routines

Update secretarial/clerical desk manual and procedures

Update mailboxes/extension list, make these available to staff

Assists in other duties as needed and directed.

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