Job Title: Receptionist/Administrative Assistant

 

Summary:  

Primarily responsible for providing professional reception duties such as answering inquiries and providing information to the general public, customers, visitors, and other interested parties regarding activities conducted at establishment, offices, and employees within the organization.  This position must anticipate needs, be a highly productive member of the Administrative team and provide exceptional client service in a fast-paced environment. 

Required Education and Experience

  • High school diploma or General Education Degree (GED)
  • 1+ year experience in reception and or administrative assistant or a combination of education and experience that would enable performance of the full scope of the position
  • Superior phone communication skills
  • Strong mathematics and word processing proficiency
  • Ability to manage workload and required to communicate when assistance is needed
  • Reading comprehension, critical thinking, strong English grammatical and spelling skills

 

Preferred Education and Experience

  • Bachelor degree
  • Typing skills of 40 WPM or more
  • Experience with SCS or equivalent or other contact management software preferred
  • Intermediate computer proficiency in MS Word, MS Excel, MS Power Point, MS Outlook and Internet
  • Ability to make recommendations and implement process improvements

 

Position Type/Expected Hours of Work

  • Full-time position
  • Standard days are Monday through Friday
  • Must be willing and have the ability to work additional hours during peak business needs, as requested

 

Competencies

To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this position.

  • Problem solving—the individual identifies and resolves problems in a timely manner and gathers and analyzes information skillfully
  • Interpersonal Skills—the individual maintains confidentiality, remains open to others’ ideas and exhibits willingness to try new things
  • Oral communication—the individual speaks clearly and persuasively in positive or negative situations, demonstrates group presentation skills and conducts meetings, as required
  • Written Communication—the individual edits work for spelling and grammar, presents numerical data effectively and is able to read and interpret written information
  • Planning/organizing—the individual prioritizes and plans work activities, uses time efficiently and develops realistic action plans
  • Quality control—the individual demonstrates accuracy and thoroughness and monitors own work to ensure quality
  • Adaptability—the individual adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events
  • Dependability—the individual is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance
  • Safety and security—the individual actively promotes and personally observes safety and security procedures, and uses equipment and materials properly

 

Essential Functions  

  • Exceptional customer service at front reception desk, ensuring customers, vendors and employees have a professional and pleasant experience while being greeted with a smile
  • Answer and direct a high volume of telephone calls
  • Retrieve, log and distribute telephone messages daily from reception voicemail
  • Ensure timely processing of incoming and outgoing mail including delivery services
  • Special projects as assigned from Staff Attorney
  • Provide clerical and administrative support to all individuals on the Executive team
  • As requested, provide backup assistance to the Chairman
  • Screen calls for Chairman and other members of the Executive team as directed
  • Create, update, proof and edit correspondence, memos, proposals, reports and presentations
  • Perform calendar management including complex scheduling for executives and self
  • Input and maintain daily information regarding conference rooms, meetings and public calendar
  • Maintain the front lobby and personal work area with a clean appearance and decorum, keeping all reading materials stocked and visually appealing
  • Assure maintenance of welcome and quote screen
  • Maintain and order office supplies
  • Organize and file paperwork
  • Enter data and pull and print reports from databases as needed
  • Maintain ongoing two-way communication promoting professionalism, team work, positive employee morale, and outstanding customer service
  • Build, strengthens and maintains positive business relationships by establishing rapport with internal and external personnel
  • Remain at workstation during workday except for lunch and break periods
  • Display and project a professional image in all settings
  • Perform and assist in special projects and other related duties as assigned

The duties listed above are not designed to cover or contain a comprehensive listing; they are intended only as illustrations of the various types of work that may be performed. The omission of specific duties, responsibilities and activities does not exclude them from the position; as they may change at any time with or without notice.

Contact Us

PO Box 768
Warrenville, IL 60555
(800) 579-2233 - Phone

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