SUMMARY

The Front Office Receptionist is primarily responsible for exemplifying a friendly, professional experience for every customer that calls or walks into the Cuba Support Center and performing clerical work and administrative duties as directed by the Executive Administrator.

 

RESPONSIBILITIES BY COMPETENCY:  (*denotes an essential function of the position)

 

 

Business Results Orientation

Maintain and upkeep the forms room, and ensure mail room is properly always stocked
*Maintain the Go-Card database and complete a monthly inventory
Order business cards and other assigned supplies for the company
*Order supplies for the CSC and track supply budget monthly
Code invoices in a timely manner for purchases within area of responsibility and forward to accounting for
payment processing
Order deposit slips, bags, supplies, and forms for convenience stores
*Administer returned checks and restitution process
Run MVR reports as needed, including semi-annual audit and ongoing MVRs as needed
Monitor compliance with Car Allowance Program and communicate as needed with employees, supervisors and
Human Resources
Log Hepatitis A vaccines and send compliance report monthly
*Manage uniform supply and complete a monthly inventory
*Manage fax machine and copiers for the Cuba Support Center including ordering toner
Print all company name tag
Create donation baskets and send gift cards
Weekly store supply shipping
*Maintain the integrity of the online shipping systems and process all outgoing shipments.
Gather and send printer reads to appropriate vendor ensure replacement cartridges are available
*Maintain regular attendance and follow designated safety practices.
Complete lunch order forms.
Phone calls for our Dirt Cheap brand and utilize the rewards app and convert points to dollars.
Perform other duties not listed as required.

 

Communication

Collect information via phone from customers regarding their complaints, complete the appropriate form and
perform follow ups as needed
*Keep supervisor informed of current tasks and any problems or discrepancies
*Distribute incoming company mail, including opening and reviewing mail addressed to the company and
sorting appropriately
*Display good telephone skills to communicate in a professional and effective manner
Prepare outgoing mail and packages for pick-up
Print and post calendars on a weekly basis for meeting rooms and resolve scheduling conflicts as they arise
Compose and construct professional business letters as needed

 

Customer Service Orientation

*Answer incoming calls from a multi-line phone system, determine the purpose of the calls and forward to appropriate personnel
Ensure company signs are laminated
Assist with distribution of amusement park tickets
*Welcome on-site visitors and announce visitors to appropriate personnel
*Respond timely to requests for forms and other information in areas of responsibility
*Open, sort, and distribute company reports in a timely manner
*Order, log, and distribute cash cards as needed/requested by company and dealer personnel
*Order, log, and distribute uniforms/nametags as need/requested by company and dealer personnel
*Process manufacturer coupons for the Accounts Receivable Department
*Track Wallis store coupons for Operations and Marketing
Process incoming referral vouchers and distribute star points as needed
Coordinate distribution of Anniversary Cards on a monthly basis
Assist departments as needed with administrative projects
Handle customer complaints

 

Developing Talent

*Work as a team member to help improve individual, departmental and organizational performance
Challenge oneself to further develop skills that relate to the position
Provide experience, skills and expertise as needed to others
Attend training to further professional development according to company guidelines
Attend company training classes to further knowledge of the company’s goals
*Complete safety training as required

 

Technical Expertise

*Answer questions about the Company and provide callers with address, directions and other necessary
information
Develop and maintain knowledge of office equipment under area of responsibility
Develop and maintain knowledge of purchasing and office administration procedures
*Develop and maintain knowledge and proficiency in software necessary to complete assigned projects
*Adhere to all Wallis Companies safety policies and report all safety incidents to supervisor immediately
Employee Star Site maintenance and order and distribute gifts.

 

SUPERVISORY RESPONSIBILITIES

This position has no direct reports.

  

 

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. (*denotes an essential qualification of the position)

 

Education:                             *Required:Equivalent to high school diploma.

                                                Preferred: Specialized training in administration/office procedures

 

Experience:                           Strongly Prefer 1-3 years’ prior experience in an administrative role

 

Language Skills:                    *Ability to read, write, speak, and understand English in a manner that is sufficient for

effective communication with groups of managers, clients, customers and the general public.  

 

Skills and Abilities:                (May be representative but not all-inclusive of those commonly associated with the position)

                                                 Basic and highly repetitive duties, requiring use of definite procedures and little
individual judgment, where work involves limited choice as to the method or
performance. *Ability to communicate in a professional and effective manner via
telephone *Ability to follow procedures closely and pay attention to detail.
*Ability to maintain friendly, helpful demeanor with customers. *Organizational
skills.

Technology, Tools,

And Equipment:                     **Computer, *Microsoft Office, *proficient with Apple products and smart phones,                                                                       *multi-line phone system, *copier/printer/fax, Publisher, PowerPoint, *Postage machine,                                                           *Laminator, other office related equipment as necessary. 

          

Certificates, Licenses

and/or Registrations:             None required

 

PHYSICAL DEMANDS

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

Amount of Time	None	Under 1/3	1/3 To 2/3	Over 2/3	Amount of Time	None	Under 1/3	1/3 To 2/3	Over 2/3
See:  Must be able to read computer screen and reports.				X	Lifting
Stand/Walk: Occasional visits to other locations in the building.			X		Up to 10 pounds:				X
Sit: Must be able to perform work at desk, computer, filing, etc.				X	Up to 25 pounds			X
Touch/Grasp/Feel: Must be able to input electronic data, manipulate paper,  use phone system				X	Up to 50 pounds	X
Climb or balance:		X			Up to 100 pounds	X
Stoop, kneel or crawl:		X			Over 100 pounds	X
Talk or hear: Must be able to communicate in person and on telephone system				X
Working conditions:  Office atmosphere				X

 

Disclaimer:

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position.  Employees may be required to follow other job-related instructions and to perform other job-related duties as requested, subject to all applicable state and federal laws.  Wallis Companies reserves the right to make changes to job descriptions as needed with or without notice to affected employees.  Certain job functions described herein may be subject to possible modification in accordance with applicable state and federal laws.  This job description does not establish a contract for employment.