Receptionist/Office Assistant

Position Summary

Primary responsibilities of this position include greeting and directing clients and visitors, answering and directing calls, and providing mail processing and supply ordering. Joining a team of professionals, this role contributes to the timely, efficient, organized, and high-quality completion of tasks. This position is classified as regular part-time, benefit eligible, 32 hours per week.

 Essential Functions

• Greet and assist walk-in clients and visitors.
• Answer telephones and direct calls. Review voicemail messages and direct messages to others as appropriate.
• Monitor and respond to email messages. Direct messages to others as appropriate.
• Open and distribute mail among staff, and delivery of outgoing mail to post office at the end of the day.
• Provide support for events and meetings with room setup.
• Coordinate and manage calendars for shared spaces in Microsoft Outlook.
• Order supplies, distributes and handles related invoices appropriately.
• Maintain keys to secure storage room.
• Responsible for opening and closing duties of the facility.

Job Requirements

• Working On-Site, in an office environment.
• Requires strong, professional communication skills in person, on the phone, via video meeting platforms, and via email.
• Requires confidence in making decisions that ensure successful use of event and conference space.
• Requires repetitive movement.
• Requires being exact or highly accurate.
• Requires use of telephone, Microsoft Office software, and other technology.
• Requires significant coordination with others in accomplishing work activities.
• Requires work with others in a group or team.
• Requires ability to work with limited supervision.
• Requires working indoors in environmentally controlled conditions.
• Requires familiarity with security and safety procedures and protocols.

Core Competencies

Computer skills – Technologically adept with software and online platforms, adapts to new technology, learns new programs quickly.

Customer service – Handles customer and vendor questions and complaints, handles service problems politely and efficiently, always available during working hours for customers, follows procedure to solve customer problems, understands company products and services, maintains pleasant and professional image.

Dependability – Meets commitments, works independently, accepts accountability, handles change, sets personal standards, stays focused under pressure, and meets attendance/punctuality requirements.

Integrity/Ethics – Deals with others in a straightforward and honest manner, is accountable for actions, maintains confidentiality, supports company values, and conveys good news and bad.

Teamwork – Meets all team deadlines and responsibilities, listens to others and values opinions, helps team leader to meet goals, welcomes newcomers and promotes a team atmosphere.

Position Competencies:

Communication – Communicates well both verbally and in writing, creates accurate and punctual reports, shares information and ideas with others, has good listening skills.

Customer Focus – Builds customer confidence, is committed to increasing customer satisfaction, sets achievable customer expectations, assumes responsibility for solving customer problems, ensures commitments to customers are met, solicits opinions and ideas from customers, responds to internal customers.

Decision Making/Judgment – Recognizes problems and responds, systematically gathers information, sorts through complex issues, seeks input from others, addresses root cause of issues, makes timely decisions, can make difficult decisions, uses consensus when possible, and communicates decisions to others.

Initiative – Tackles problems and takes independent action, seeks out new responsibilities, acts on opportunities, generates new ideas, practices self-development.

Job Knowledge – Understands duties and responsibilities, has necessary job knowledge, has necessary technical skills, understands company mission/values, keeps job knowledge current, and is in command of critical issues.

Listening Skills – Listens attentively to others, asks clarifying questions, actively listens, stays open to other viewpoints, and manages distractions and interruptions.

Problem Solving/Analysis – Breaks down problems into smaller components, understands underlying issues, can simplify and process complex issues, and understands the difference between critical details and unimportant facts.

Results Focus – Targets and achieves results, sets challenging goals, prioritizes tasks, overcomes obstacles, accepts accountability, sets team standards and responsibilities, provides leadership/motivation.

Education/Experience

High School Diploma or equivalent with related work experience required. Associate’s degree or business training certification preferred. Strong working knowledge of Microsoft Office Suite. Excellent written and verbal communication skills are preferred.

Working Conditions

General business hours are 8:00 a.m. to 5:00 p.m. Monday through Friday with a 32-hour weekly schedule. Work is generally performed in an indoor, professional office environment.

While performing the duties of this job, the employee is regularly required to sit and talk or listen and regularly required to use a keyboard for typing. The employee is often required to stand and walk. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.

The physical demands described here 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.

Disclaimer: Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Eastern Maine Development Corporation is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other status protected by law.