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Receptionist at the VIA Agency

Being the first face of VIA and a member of the Corporate team requires a minimum of four things: You are organized and efficient, you possess the ability to juggle multiple tasks, you are flexible and adaptable and you have a great sense of humor. Things can change at a moment’s notice at VIA and you’ll be at the center of it, helping to guide others.
 Unlock the front door at 8:00 a.m. and ensure office is open for 8:30 a.m.
 Complete a walk-through each morning after unlocking front door to prepare conference rooms and common areas for the day, making sure all areas are neat and tidy
 Ensure that the spider phone in Atrium is charged each morning
 Buzz in and greet all clients, visitors, guests, vendors, suppliers, etc.
 Distribute Peeps Report by 10 a.m. each day
 Manage front desk security by carefully screening unexpected visitors and/or vendors ensuring that all visitors are accompanied by a VIA employee
 Answer all calls; screen and announce calls/guests; transfer calls and email/text VIAns when appropriate; check the VIA general voicemail mailbox daily; update the answering machine message for holidays and office closures
 Take the phone with you almost everywhere — it is your new extremity!
 Maintain a professional demeanor and confidentiality at all times
 Manage supplies stored behind reception desk; administer to VIA employees as requested and keep Office Coordinator updated on supply stock
 Complete all FedEx requests
 Notify the Office Coordinator of all building-related issues or inquiries
 Distribute all mail each afternoon and notify VIAns of packages when received
 Keep reception area, the Commons and the kitchen clean and uncluttered
 Maintain kitchen; load/unload dishwasher and drying rack as needed, stock kitchen supplies and notify Office Coordinator when stock is low.
 Update and distribute magazines on shelves in the Commons.
 Update VIA phone list and VIP call-handling instructions as needed
 Place spider phone in Atrium on charger each night before leaving, especially Fridays.
 Assist Office Coordinator, Executive Assistants and Client Strategy Coordinator with planning and execution of client visits, catering requests and company-wide events
 Assist VIA employees with various requests and queries.
 Assist with miscellaneous projects/admin support as necessary
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 Two years’ experience in a support role within a professional office environment preferred
 Ability to work independently and under pressure on multiple projects simultaneously
 Strong interpersonal and communication skills, both written and verbal
 Previous experience answering a multiline phone system
 Strong organizational skills
 Proactive work ethic
 High level of customer service at all times
 Demonstrated success in adaptability and flexibility
 Familiarity with Mac and PC platforms; proficiency with MS Office and Gmail.
 Ability to maintain a high level of confidentiality at all times
 Positive attitude, teamwork and excellent interpersonal skills.
 Willingness to take on additional responsibilities as needed