Administrative Assistant/Front Desk
Provide administrative support and manage front desk operations.
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Overview
Provide administrative support and manage front desk operations.
You have:
- High school diploma required; some university education preferred.
- Fluent in English with strong verbal and written communication skills. Additional language capacity would be preferred.
- Demonstrated proficiency with Microsoft Office programs including Excel, Word, and Outlook.
- Must be well-organized, reliable, professional, detail oriented and flexible.
- Must have a valid driver’s license, active insurance policy, and access to reliable transportation.
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.
• Answer and direct incoming telephone calls for the San Diego office. Take messages and answer basic questions.
• Be knowledgeable on IRC San Diego programming.
• Train, supervise and schedule volunteers to help support the front desk;
• Maintain up-to-date information on front desk processes and procedures as well as lobby bulletin boards with up-to-date information/flyers, and a safe and clean reception area;
• Be knowledgeable on IRC San Diego programming.
• Assist with safety and security measures as required.
• Order and maintain stock of needed office supplies. Review inventory and monitor prices.
• Maintain office equipment including copier, fax, printer, scanner, and projector in good working order. Arrange for maintenance and repair as needed.
• Review intern applications, complete interviews with candidates. Make recommendations to Operations Coordinator on intern selections and supervise onboarding and training.
• Assists with ID badges and maintaining office photo lists.
• Assist with Operations Coordinator with IT issues and other system equipment. Monitor telephone system; update voice mail and extensions as needed for new staff and maintain office phone list.
• Ensure new staff and interns have access to ID cards, swipe cards and office keys.
• Receive and distribute mail. Process outgoing mail and deposit in mailbox on daily basis.
• Comply with agency policies and protocol.
• Other tasks and projects as directed by supervisor.
Job Requirements:
Education: High school diploma required; some university education preferred.
Demonstrated Skills & Competencies:
• Fluent in English with strong verbal and written communication skills. Additional language capacity would be preferred.
• Demonstrated proficiency with Microsoft Office programs including Excel, Word, and Outlook
• Must be well-organized, reliable, professional, detail oriented and flexible.
• Desire to work as a team member and in a multicultural workplace.
• Must have a valid driver’s license, active insurance policy, and access to reliable transportation.
Working Environment:
• Standard office environment.
•In person up to 20 hours per week.
Compensation: Posted pay ranges apply to US-based candidates. Ranges are based on various factors including the labor market, job type, internal equity, and budget. Exact offers are calibrated by work location, individual candidate experience and skills relative to the defined job requirement.
Equal Opportunity Employer: IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.
US Benefits: We offer the following benefits to short term employees in the US: 403b retirement savings plans with immediately vested matching, sick leave, and an Employee Assistance Program which is available to our staff and their families to support counseling and care in times of crisis and mental health struggles.
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Qualifications
Potential interview questions
| Can you describe a time when you had to handle a difficult visitor at the front desk? | The interviewer wants to assess your customer service skills and ability to handle conflicts discreetly. | Share a specific incident emphasizing your calm demeanor and problem-solving skills. |
| How do you prioritize tasks when working in a busy environment? | This question gauges your organizational skills and time management strategies. | Pro members can see the explanation. |
| What tools do you use to stay organized in your work? | Pro members can see the explanation. | Pro members can see the explanation. |
| How do you ensure effective communication with team members and visitors? | Pro members can see the explanation. | Pro members can see the explanation. |
| Describe your experience in training or supervising others. How do you approach this task? | Pro members can see the explanation. | Pro members can see the explanation. |
| Have you worked in a multicultural environment before? How did you handle diversity? | Pro members can see the explanation. | Pro members can see the explanation. |
| What steps do you take to maintain a clean and safe reception area? | Pro members can see the explanation. | Pro members can see the explanation. |
| How do you handle IT issues that arise during your work? | Pro members can see the explanation. | Pro members can see the explanation. |
Added 10 months ago
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Updated 10 months ago
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Source:
rescue.org
