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Receptionist/Office Administrator

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PRO EM National Event Services

Aug 28

  • Job
    Full-time
    Entry, Junior & Mid Level
  • People, HR & Administration
    Facilities Management

AI generated summary

  • You must be professional, detail-oriented, organized, and reliable, with excellent communication skills. Bilingual in English/Spanish is preferred, and experience with multi-line phones is a plus.
  • You will assist executives, manage correspondence, maintain office supplies, coordinate travel, handle mail, reconcile credit statements, and support various departments as needed.

Requirements

  • Professional appearance.
  • Excellent verbal and written communication skills.
  • Possess exceptional interpersonal communication skills.
  • Detail-oriented, well-organized, and proficient in Microsoft Office.
  • Ability to multi-task.
  • Possess strong organizational skills.
  • Must be reliable and punctual.
  • Friendly and customer/client-focused.
  • Bilingual English/Spanish is preferable.
  • Able to manage multiple phone line systems.

Responsibilities

  • Assists VP of Administration.
  • Manages any special projects on behalf of the Executive Team as needed.
  • Perform receptionist duties: greet visitors, and answer and direct phone calls.
  • Manages company cell phones and efax account, FedEx, and UPS accounts.
  • Composes and prepares confidential correspondence, reports, and other complex documents as needed.
  • Responds to routine external correspondence. Typing memos, purchase requisitions, payment requests, and other department forms and documents.
  • Manages office supplies inventory and placer orders as necessary.
  • Submit and tracks maintenance tickets to administration/landlord.
  • Secures business travel arrangements.
  • Receive and sort incoming mail and deliveries, and manage outgoing mail.
  • Coordinates the pick-up and delivery of express mail services. (FedEx, UPS, etc.)
  • Reconciles credit cards statements.
  • Creates and maintains database and spreadsheet files including parking diagrams.
  • Be a resource for our employees, vendors, and clients.
  • Maintain voicemail, phone directory, and email distribution lists as required.
  • Process orders in the inventory system.
  • Other office duties including helping departments as needed.
  • General office duties as assigned.

FAQs

What are the primary responsibilities of the Receptionist/Office Administrator?

The primary responsibilities include answering incoming calls, greeting visitors, managing office supplies, handling correspondence, coordinating travel arrangements, and supporting general office tasks as needed.

Is experience in Microsoft Office required for this position?

Yes, proficiency in Microsoft Office is required, as the role involves composing documents and managing spreadsheets.

Are bilingual skills considered an asset for this job?

Yes, being bilingual in English and Spanish is preferable and considered an asset for this position.

What essential skills should applicants possess?

Applicants should have excellent verbal and written communication skills, strong organizational skills, attention to detail, and the ability to multitask effectively.

Will the Receptionist/Office Administrator be expected to handle confidential information?

Yes, the role involves composing and preparing confidential correspondence and reports.

Will the position require managing multiple phone lines?

Yes, the ability to manage multiple phone line systems is required for this job.

What is the expected professional attire for this position?

A professional appearance is required for this role, reflecting the office's standards and client-facing interactions.

Are there any specific educational requirements for this role?

The job description does not specify educational requirements, but relevant experience and skills are essential for success in the position.

How important is punctuality and reliability in this position?

Punctuality and reliability are critical, as the Receptionist/Office Administrator plays a key role in maintaining office operations and support for other staff.

Is this position solely focused on receptionist duties?

No, while receptionist duties are a significant part of the job, the role also involves various administrative tasks and support for different departments as needed.

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PRO EM National Event Services

We are committed to providing turn-key solutions for any event with our collective experience and diverse inventory.

Marketing & Advertising
Industry
1001-5000
Employees
1987
Founded Year

Mission & Purpose

PRO EM Party & Event Rentals serves as a turn-key event management partner to individuals and organizations that produce events of all sizes. With the largest event production inventory in the Southwest, PRO EM is able to provide highly effective event solutions by supplying clear span tent structures, chair and table rentals, catering equipment and rental generators. Whether clients plan large-scale sporting and corporate events or need a custom structure to display a high-end product or an elegant private wedding, PROEM can deliver every needed item. PRO EM also provides commercial services that include portable restrooms, light towers, barricades and traffic control, as well as experienced event security and parking personnel.