Front Desk Assistant

Admin

Overview

Provide general office support and customer service at the front desk.

You have:

• High school diploma required; higher education preferred.
• Minimum 1+ years relevant work experience in administration, reception, or other experience in providing professional customer service.
• Proficiency in an additional language relevant to current refugee populations preferred (particularly Swahili, Kinyarwanda, Spanish, Arabic, Dari, or Farsi).
• Ability to work independently, be a self-starter and maintain responsibility for multiple tasks.
• Excellent organization, customer service, and time management skills.
• Strong English written and verbal communication skills.
• Consistent professional dress and manner.
• Ability to be flexible, prioritize well, and be detail-oriented.
• Ability to speak in a clear and friendly manner over the phone.

The Front Desk Assistant, at the Abilene office, provides general office support with a variety of clerical activities and related tasks. They serve as the site’s primary Receptionist; greeting, welcoming, and directing visitors and clients appropriately; notifying IRC’s personnel of visitor/client arrivals; maintaining the lobby and front desk; and coordinating telecommunications and check-in systems.

Major Responsibilities:

- Welcome staff, clients, and guests by greeting them, in person or on the telephone, with a warm and friendly demeanor. - Treat all staff, clients and guests with respect, professionalism, kindness, and dignity. - 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. - Answer or 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. - Check IRC clients in for their appointments and provide other programmatic support, such as receiving documents from clients and directing them to the appropriate staff. - Provide referrals and information on IRC programs and services. Refer non-IRC clients to appropriate internal and external resources. - Ensure staff, clients, and guests are checking-in when they arrive at the IRC using the online Proxyclick system. - Train, supervise, and schedule volunteers to help support the front desk. - Participate in all program meetings, and staff development activities, and fully engage as a member of the team. - Follow all policies, procedures, and protocols of the agency. - Other related duties as assigned.

Qualifications

- High school diploma required; higher education preferred. - Minimum 1+ years relevant work experience in administration, reception, or other experience in providing professional customer service. - Consistent professional dress and manner. - Previous multicultural experience and demonstrated ability to communicate well with people of varied backgrounds are required. - Ability to work independently, be a self-starter and maintain responsibility for multiple tasks. - Ability to be flexible, prioritize well, and be detail-oriented. - Ability to be resourceful and proactive in dealing with issues that may arise. - Ability to speak in a clear and friendly manner over the phone. - Ability to greet clients and visitors in a friendly and welcoming manner when face-to-face. - Excellent organization, customer service, and time management skills. - Strong English written and verbal communication skills. - Strong computer skills including keyboard and data entry; Microsoft Office and Box for document sharing and storage. - Proficiency in an additional language relevant to current refugee populations preferred (particularly Swahili, Kinyarwanda, Spanish, Arabic, Dari, or Farsi).

Working Environment:

- Professional, fast-paced office environment. - Must be able to use a computer for long periods of time. - Position hours are Monday-Friday, 8:00 am-4 pm.

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 requirements.

Commitment to Diversity and Inclusivity: IRC is committed to building a diverse organization and a climate of inclusivity. We strongly encourage applications from candidates who can demonstrate that they can contribute to this goal.

Equal Opportunity Employer: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, perform essential job functions, and receive other benefits and privileges of employment. Please contact us to request accommodation.

Qualifications Update

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Potential interview questions

Added 2 years ago - Updated 1 year ago - Source: rescue.org