Receptionist/Office Manager


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Receptionist/Office Manager

Potomac, MD

Position Summary:
This role is responsible for handling front office reception and office management duties, including assisting various departments and executives.


Education: High School or College Graduate
Experience: 2-5 years of related work experience in administrative/office management

-Microsoft Office
-Problem solver
-Customer relations skills
-Strong interpersonal skills to interact positively with all employees
-Strong written and verbal communication skills
-Organization and the ability to multitask to complete a wide variety of tasks
-Flexibility to adjust to new tasks should company or office needs change
-Attention to detail to ensure tasks are completed thoroughly and correctly

Essential Duties and Responsibilities:

Reception -
-Greets all visitors, offers drinks, makes sure they are comfortable, announces arrival
-Ensures front lobby and conference rooms are organized, clean and chairs pushed in
-Utilitizes prepaid phone and proper signage for reception doors
-Collects and distributes incoming packages
-Prepares outgoing FedEx packages
-Checks Willco general voice mailbox, forwards messages to recipients, and deletes messages
Kitchen –
-Stocks soda refrigerator so it is full and cold drinks are in front
-Stocks coffee display stands
-Stocks hot drink supplies such as sugar, Splenda, stirrers, etc.
-Stocks plates, bowls, napkins and cutlery in the drawers, cabinets and on tables
-Maintains and cleans the frozen yogurt machine during Spring/Summer months, including removing cartons from freezer on Fridays and adding to machine Monday morning
Conference Rooms
-Stocks coffee display stands
-Stocks hot drink supplies such as sugar, Splenda, stirrers, etc.
-Stocks waters in refrigerators so they are full and cold drinks are in front
-Stocks plates, napkins and cutlery
-Stocks paper, pens, paperclips, notepads and post-its in center of each table
Office Supplies
-Stocks and distributes delivered office supplies

Mail –
-Coordinates incoming and outgoing mail flow
-Stamps, sorts and distributes incoming mail

Human Resources –
-Assists in planning for holidays, summer activities and various events
-Assists in birthday announcements
-Assists in sending employee gifts (sympathy, get well, babies, marriages etc.)
-Updates lunch spreadsheet weekly and maintains budget/receipts
-Updates kitchen calendar with lunch schedule, birthdays, anniversaries, holidays etc.
-Assists in various other administrative and confidential HR requests

Office Management–
-Orders catered lunches every Tuesday and Thursday; set up and clean up
-Maintains office supply and breakroom inventory
-Oversees Staples weekly invoicing and processing
-Corporate office equipment repairs; works with various vendors and schedules repairs
-Maintains contracts for the copiers, printers, and postage machine as well as maintenance
-Building equipment repairs; enters work orders in Building Engines
-Establishes and maintains corporate office expenses and budget
-Administration of petty cash

Other Duties:
-Checks in with Executives and/or Executive Assistants to inquire if help is needed
-Performs basic filing, faxing, typing, spreadsheets, and clerical duties as required
-Creates and posts closure signs for the front door
-Completes laminating projects
-Support with mass mailing projects

This description is not intended to be a complete statement of job content, rather to act as a guide to the essential functions performed. Management retains the discretion to add or change the duties of the position at any time.

Willco is an equal opportunity employer. Applicants are considered for all positions without regard to race, religion, gender, disability, national origin, age, veteran status, sexual orientation or any other characteristic protected by law.


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