Receptionist

Job Overview:The receptionist provides general office support with a variety of clerical activities and related tasks. They greet, welcome, and direct visitors and clients appropriately; notifying staff of visitor/client arrivals.They maintain the lobby and front desk and coordinate telecommunications and check-in systems.

Major Responsibilities:

• Greet visitors, ascertain their needs, answer basic questions, and direct them to the appropriate staff person or department.Manage flow of visitors during peak periods such as open office hours.
• Treat all staff, clients and guests with respect, professionalism, kindness, and dignity.
• Answer and direct incoming telephone calls. Refer inquiries from clients and guests to the appropriate staff.
• Make appointments and conduct follow-up calls. Manage voicemail system and send messages to appropriate staff.
• Ensure staff, clients and guests are checking-in when they arrive to the IRC using the online Proxyclick system and provide other programmatic support, such as receiving documents from clients and directing them to appropriate staff.
• Provide referrals and information on IRC programs and services.Refer non-IRC clients to appropriate internal and external resources.
• Maintain and tidy up the lobby, the classroom, the conference room, the small and large huddle rooms periodically throughout the day.
• Maintain up-to-date information on front desk processes and procedures and update lobby bulletin boards with up-to-date information/flyers.
• Order and maintain stock of needed office supplies.Review inventory and monitor prices.
• Provide clients and donors with access to the donation store as appropriate and assist staff with maintaining donations inventory.
• Maintain office equipment including copier and projector in good working order; escalate issues as needed.
• Receive and distribute mail and packages.Process outgoing mail and deposit in mailbox on daily basis.
• Other tasks and projects as assigned.