JOB DESCRIPTION – Front Office Assistant
July 2004
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Front Office Assistant
This job description will provide you with guidelines for understanding your responsibilities.
These guidelines may change to meet the specific business needs of the Agency.
REPORTS TO:
HR Manager
SUPERVISES:
(Not Applicable)
QUALIFICATIONS:
The qualifications for Front Office Assistant are:
– 1-2 years of receptionist and/or clerical/office support experience. Front desk experience
preferred.
OBJECTIVE:
To represent the agency as the first point of contact for all clients, vendors, and employees.
JOB RESPONSIBILITIES:
Primary Responsibilities:
– Receive and transfer all incoming calls.
– Greet all visitors, stopping them in reception and informing staff to come get them.
NOTE: Guests should not be allowed to pass reception unattended unless you are
certain that the employee won’t mind. Clients should never be allowed to go past
reception unattended.
– Make announcements using page system. Do not overuse paging or allow staff to
overuse it. Always use every measure possible in locating an individual before resorting
to paging.
– Be familiar with client’s names and products.
– Maintain list of all employee’s who are out-of-office each day. At the end of each day,
record time out-of-office (in pencil) in vacation book.
– Screen all calls for upper management (see list at reception).
– Screen calls from people who are asking for names for purposes of sales or recruiting.
– Personally greet each visitor (pay special attention to clients and interviews which are
scheduled on the calendar, to enable you to greet them by name when they arrive.)
– Take phone off night ring & unlock front doors every morning; put phone on night ring.
Secondary Responsibilities:
– Notify employees of fax; re-fill paper tray on fax machine each evening.
– Notify staff of delivery of all incoming packages.
– Be knowledgable on FedEx powership and re-order Fed Ex packaging as needed. Type
envelopes and labels as needed.
– Notify Accounting of incoming mail delivery (Accounting goes through mail before
anyone else sees it).
– Manage supply budget; order supplies; give new employees supplies. Maintain
organized and efficiently-run supply closet.
– Coordinate travel arrangement.
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JOB DESCRIPTION – Front Office Assistant
July 2004
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Monitor conference room reservations; check conference rooms (nightly) to ensure that
they are maintained, and that the appropriate parties have removed all meeting
materials and items.
Operational Responsibilities (Daily):
– Open & Close (Lock) Balcony Doors in Kitchen
– Secure tape on exterior doors (near office x182 and mailroom).
– Clean Up Counters, Run dishwasher
– Refresh coffee supplies, paper towels, cups, etc.
– Check water coolers (Bring out water, if needed)
– Check Conference Rooms – clear away stuff, push in chairs, turn off lights
– Turn off Lights on 6th Floor (Front Office, Reception Area, outside Boland’s
office, Kitchen Area, Creative Lounge, Work Rooms, etc.)
Water plants.
Order repairs of anything that breaks, as needed, via Building Management (Equity):
– Special clean-ups
– Light bulb replacement
– Restroom problems
Check supplies for workrooms, tidy up as needed, & order anything that is needed
File vacation request forms. Update binders, logging all employee absences from office
on individual calendars (i.e., sick, personal, jury duty, vacation, etc.).
Project (occasional) Responsibilities:
– Conduct new employee orientation on front desk operations (i.e., sign-in procedures,
sending/receiving faxes or FedEx packages, ordering supplies, submitting timesheets,
etc.).
– Collect employee profiles, to ensure that the “This Is Your Agency” book is kept up-todate.
SKILLS REQUIRED:
– Pleasant telephone manner and cooperative demeanor.
– Ability to juggle different tasks simultaneously.
– Basic computer skills, with specific experience in Microsoft Word and Excel preferred.
GROWTH PATH:
Increased responsibilities as the Agency and its affiliates continue to grow. As a general
guide, Front Office Assistants may be considered for entry-level support positions.
Front Desk Assistant 07
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