Receptionist| Palm Beach County Convention Center

West Palm Beach, Florida

Employer: AEG

Industry: Administration/General Management

Salary: $16 - $18. per hour

Job type: Full-Time

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Overview

Overview - Full Time Opportunity
This position is responsible for representing the organization professionally by answering incoming calls, properly routing them, taking messages, assisting customers with information, and greeting visitors.

This role will pay a salary of $16 to $18.

For FT roles: Benefits: Health, Dental and Vision insurance, 401(k) savings plan, 401(k) matching, and paid time off (vacation days, sick days, and 11 holidays).
This position will remain open until December 31, 2024
Responsibilities

Receive Visitors

Maintain a supply of event lists for walk-up clients and/or phone calls to send by mail.
Greet persons entering establishment, determine nature and purpose of visit, and direct or escort them to specific destinations.

Determine visitor needs in a professional manner
Direct visitors to appropriate department manager
Offer refreshments to visitors where appropriate
Ensure staff back up when absent from reception desk

Answer Phone Calls

Operate multi-line telephone switchboard to answer, screen and forward calls, provide information regarding events, takes messages and schedules appointments.
Answer and address incoming phone calls in a timely and polite manner
Clearly determine the purpose of the call
Deal with queries and provide correct information
Forward incoming calls to appropriate staff person
Take and deliver messages accurately and completely
On a weekly basis, updates the automated telephone answering recording with upcoming events information.
Provide event information as requested such as ticket pricing, event times, parking instructions, directions, area information, restaurant options, etc.

Manage Mail

Collect, sort, distribute and prepare mail, messages and courier deliveries.
Prepare outgoing mail for pick-up or courier
Organize courier deliveries

Monitor Administrative area

Monitor people coming and going through the reception doors
Issue visitor passes where required

Be aware of and report suspicious activity
Keep reception area clean and neat
Maintain and organize reading material in lobby area

Review meeting room schedules for food function set up.
Schedule appointments and maintain and update appointment calendars.
Maintain front office in orderly condition.
Create purchase orders and submit them for payment.
Log all incoming checks from clients.
Performs other clerical duties as needed, such as filing, typing, photocopying, and collating.
Performs other duties as assigned.

Financial

Assist finance department with Accounts payable and receivables
Basic bookkeeping duties

Clerical

Photocopy, Fax/Scan documents
File documents accurately
Maintain equipment and report any malfunctions

Prepare correspondence and contract documents and revisions as needed for department managers
Update databases as requested
Prepare and maintain spreadsheets
Schedule and follow up on appointments

Qualifications

Personal Presentation

Maintain a neat and well-groomed appearance
Maintain an attentive posture
Respond professionally to visitors and callers

Company Representation

Maintain confidentiality and show discretion
Adhere to company policies and procedures

Represent organization in an ethical and professional manner
Maintain a complete knowledge of organizational structure, personnel names and titles
Remain calm under pressure
Must have interpersonal skills, with the ability to resolve situations with limited incident.
Must be flexible and be able to adjust to changing conditions and circumstances.
Must demonstrate a positive attitude and cooperate with staff.

Communication skills

Excellent Customer Service skills
Verbal and written communication skills to interact clearly with customers, vendors and other employees
Organization skills to keep accurate records and find important information quickly

Write well using correct grammar and spelling
Communicate verbally with confidence and clarity
Ask effective questions and Listen actively and respond with empathy
Follow instructions properly
Understand and respond to non-verbal signals
Visibility of work requires attention to detail and excellent organization skills.
Must be a self-starter; be self-motivated, and able to multi task.

Customer Service Orientation

Clarify customer needs
Provide solutions and support to the customer using in-depth knowledge of company products and services
Deal effectively with difficult customers

Patience, understanding and listening skills to respond appropriate and interact positively with upset customers
Interpersonal skills to create a pleasant experience for all customers, such as being personable and attentive
Must be able to lift up to 40 lbs.

Computer Skills