About the Role:

The Receptionist/Data Entry position is a vital role that serves as the first point of contact for visitors and callers, ensuring a welcoming and professional environment. This role combines front desk responsibilities with accurate and efficient data entry tasks, supporting the smooth operation of the office. The successful candidate will manage incoming communications, schedule appointments, and maintain organized records, contributing to overall administrative efficiency. Attention to detail and strong organizational skills are essential to handle sensitive information and maintain data integrity. Ultimately, this position supports multiple departments by facilitating communication and maintaining accurate databases, which are critical for informed decision-making.

Minimum Qualifications:

• High school diploma or equivalent.
• Proven experience in a receptionist or data entry role.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Strong typing skills with a minimum of 40 words per minute.
• Excellent verbal and written communication skills.

Preferred Qualifications:

• Associate degree or higher in Business Administration or related field.
• Experience with office management software such as Microsoft Teams or Google Workspace.
• Familiarity with customer relationship management (CRM) systems.
• Prior experience in a fast-paced office environment.
• Bilingual abilities are a plus.

Responsibilities:

• Greet and assist visitors and clients in a courteous and professional manner.
• Answer, screen, and forward incoming phone calls and emails promptly.
• Schedule and confirm appointments and meetings using office management software.
• Perform accurate data entry of various documents, forms, and records into company databases.
• Maintain and update filing systems, both electronic and physical, ensuring data accuracy and confidentiality.
• Coordinate with other administrative staff to support office operations and special projects.
• Manage office supplies inventory and place orders as needed.
• Handle incoming and outgoing mail and packages efficiently.

Skills:

The required skills such as proficiency in Microsoft Office and strong typing speed are essential for efficiently managing data entry tasks and maintaining accurate records. Excellent communication skills enable the receptionist to interact professionally with visitors and colleagues, ensuring clear and courteous exchanges. Organizational skills are used daily to manage schedules, maintain filing systems, and coordinate office supplies, which helps keep the office running smoothly. Preferred skills like familiarity with CRM systems and office management software enhance the ability to streamline workflows and improve data accessibility. Bilingual abilities, when present, allow for better service to a diverse client base, improving overall communication and customer satisfaction.