Job Descriptions

ADMINISTRATIVE ASSISTANT

JOB DESCRIPTION

General summary 

The Administrative Assistant/Receptions is responsible for answering the phones, greeting guests, and other administrative duties. 

Responsibilities of Position: Duties include but are not limited to:

Organizational Responsibilities

• Providing excellent service to all customers, vendors, employees, and visitors at all times.  

Personal Responsibilities

• Answer phone calls, roughly 110-175 per day, assist with answering questions, directing phones calls to the right person, and taking messages, as needed. 
• Greet all guests when they come into the office, direct them to the correct office or conference room, if needed. 
• Sort and distribute incoming mail, sign for and distribute packages received, as well as adding postage and placing items in the mail. 
• Manage and maintain executive schedules.
• Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.
• Monthly supply orders for the location including placing the order, distributing supplies
• Assist with reports for Accounting and doing check desposits.
• Assist the sales team with administrative tasks such as contacting customers regarding payments, modifying quotes as needed, etc.
• Maintain supplies and cleanliness of the breakrooms.
• Create, maintain, and enter information into databases.
• Other duties as assigned. 

Team Responsibilities

• Communicate in a positive and professional manner with all 4Wall Entertainment employees. 
• Maintain the highest level of customer relations
• Work in a safe manner and report any safety concerns to your direct supervisor or General Manager

Key Requirements

• Previous customer service, administrative, or receptionist experience preferred
• Excellent written and verbal communication skills
• Must be responsible, self-motivated, self-starter, personable and well organized
• Ability to manage multiple tasks simultaneously
• Ability to maintain friendly, professional demeanor at all times
• Must be able to effectively meet deadlines and goals
• Strong PC skills including: Word, Excel, PowerPoint and Internet.
• Must adhere to all company policies, SOPs, and other management directives. 

Physical Requirements

The job duties and tasks of this position require the employee to regularly sit. The employee may choose to stand and move within their working area. Regular use of computer monitors and a keyboard/mouse will be required. The employee must occasionally lift and/or move up to 2 pounds. Other physical requirements of the job include the ability to communicate. Generally, the employee will be in a temperature-controlled work environment set for general comfort.

Availability

• Must be available to work in the evenings and weekends, as required.

Position Location and/or Territory and Travel

• No to minimal travel required

Position Type

• Full-Time/Regular
• Based on the Fair Labor Standards Act (FLSA), management has analyzed this position and determined it to be non-exempt.