at Professional Engineering Consultants in Wichita, Kansas, United States
Job Description
Position Summary:
The Receptionist will be responsible for greeting all visitors and answering incoming phone calls while maintaining a high level of professionalism. Additionally, this position is responsible for providing food and beverage services for all company meetings and or lunches. The Receptionist will routinely handle highly confidential information in a discreet, professional manner and provide a customer service approach with all interactions. In addition, this position will be responsible for travel arrangements for employees and scheduling/reserving car rentals.
Duties and Responsibilities:
- Answer incoming calls, screen and route calls to the appropriate person
- Greet all visitors and guests with a pleasant and welcoming atmosphere and assisting guests upon arrival with proper badge and sign in distribution
- Provide callers with information such as company address, directions to the company location, company fax numbers, company website and other related information
- Handle customer inquiries and provide high-quality service through answering inbound calls
- Receive, sort, date stamp, and distribute daily mail
- Order office supplies including soft drinks, bottled water, paper products, etc.
- Oversee the ordering and stocking of office supplies to ensure a well-equipped workspace
- Utilize MS Office for data entry, communication, and other administrative tasks
- Handle multiple rental car requests at any given time
- Act as the face of the company for internal and external employees
- Fulfill requests quickly and efficiently, and support engineers, CEOs, and other staff
- Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges)
- Manage and coordinate office mail, including sorting and delivering incoming mail and coordinating outgoing shipments
- Assist with the arrangement and preparation of meeting rooms as required
- Make travel arrangements (flight/hotel/registration fees) when payment is by corporate credit card
- Reconcile credit card charges to purchase orders/receipts for expenses
- Ensure the reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)
- Books conference rooms for in-house meetings
- Follow up post meeting(s) to ensure meeting areas are returned to standard (trash removed; dish washers run/emptied; furniture in proper place, etc.)
- Maintain organized and stocked VIP suites & kitchens (i.e. cabinets, drawers, paper products, coffee, sugars, etc.)
- Process all food requests with vendors, develop and maintain relationships with outside caterers and vendors
- Point of contact for office cleaners and building repairs.
- Other projects and responsibilities may be added at the company’s discretion.
Special Knowledge, skills and abilities:
- Demonstrated ability to manage multiple tasks and prioritize effectively
- Proficient in MS Office applications, particularly Word, Excel, and Outlook
- Excellent verbal and written communication skills
- Strong organizational skills with keen attention to detail
- Ability to interact with clients in a friendly and welcoming manner
- Ability to handle sensitive information with utmost confidentiality
- Self-starter, highly motivated individual
- Professional appearance and ability to be at work on time when scheduled.
- Team player mentality; Ability to promote a collaborative, positive and professional work environment
- Ability to lift up to 25 lbs
