Job Description
We are seeking a highly organized, professional, and tech-savvy Receptionist to join our dynamic team in the heart of Miami. As the first point of contact for our company, you will play a pivotal role in managing our front desk operations, ensuring a seamless experience for our clients and visitors. This full-time position requires a detail-oriented individual with excellent data entry skills and a proactive attitude.
In this role, you will be the face of Horizon Administrative Services, managing a busy switchboard, greeting guests, and maintaining the organization of our office environment. We offer a competitive salary, a collaborative work culture, and opportunities for professional growth. If you excel in a fast-paced setting and have a passion for administrative excellence, we want to meet you.
Responsibilities
- Front Desk Management: Greet all visitors and clients professionally, ensuring a welcoming environment, and direct them to the appropriate personnel or meeting rooms.
- Data Entry: Perform high-volume, accurate data entry tasks including updating client databases, logging daily activities, and maintaining digital records with 99% accuracy.
- Communication: Manage incoming and outgoing calls, screen and route inquiries, and take accurate messages or relay them promptly via email or intercom.
- Scheduling: Schedule appointments and meetings for management and staff using digital calendars, ensuring no conflicts arise.
- Administrative Support: Prepare meeting agendas, distribute materials, and handle incoming mail and packages.
- Inventory Management: Monitor office supply levels and place orders for necessary materials to ensure the office runs efficiently.
- Document Management: File physical and electronic documents in a systematic and easily retrievable manner.
Qualifications
- Education: High school diploma or GED required; Associate degree in Business Administration or related field is a plus.
- Experience: Minimum of 2 years of professional experience as a Receptionist or in an administrative support role.
- Skills: Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and basic understanding of CRM software.
- Tech Skills: Must possess excellent typing speed (minimum 45 WPM) and data entry accuracy.
- Communication: Exceptional verbal and written communication skills with a professional telephone manner.
- Organization: Strong time-management skills and the ability to multitask in a fast-paced environment.
- Professionalism: Ability to maintain confidentiality and demonstrate a positive, customer-centric attitude at all times.