This position operates under an exemplary level of customer service, has the responsibility for answering incoming calls, greet visitors to the building and direct them to the appropriate party while following security protocols. This position performs administrative tasks and must maintain the highest level of confidentiality regarding all organizational information. This role may provide support to departments experiencing high volume of traffic including those assisting shareholders. This person also interacts with all NANA companies, shareholders, employees, and clients on a daily basis.

Welcoming presence

• Welcomes guests arriving for meetings and refers them to the appropriate individual.
• Maintains a welcoming and professional relationship with staff and others.
• Provide a welcoming environment while observing safety protocols, by greeting guests as they arrive for appointments and providing a safe and warm place for those that need to wait for assistance
• Answers phone, directs calls and transmits messages.
• Refers job seekers to the NANA website to search for current vacancies.
• Operates in a climate of confidentiality requiring discretion and honoring respect for privacy.
• Reports to work as scheduled, is punctual and reliable.

Safety and Security

• Screens and/or helps complete logs for employees, shareholders, and visitors upon arrival, in accordance with established safety protocols.
• Notifies employee or department when visitors or guests arrive.

Building Services and Support

• Assist employees in locating conference rooms within NANA.
• Keeps supply, reception waiting area, computer stations areas clutter free, clean and organized.
• Notifies supervisor when inventory of basic supply items is low and need to be ordered.
• Works with supervisor to update internal phone directory and distribute.
• Provides notary services as needed.
• Assists with special projects and/or other duties as assigned in a prompt, through and efficient manner.

Shareholder Support

• Assist shareholder visitors or guests by making copies, scanning or faxing documents.
• Provide appropriate forms pertaining to shareholder records
• Verification of paperwork to ensure all relevant information has been completed properly before sending.
• Send completed forms to appropriate person for review and processing.

Security & Safety

• Familiar with building layout and security protocols
• Ensures only authorized individuals gain entrance to internal offices
• Issue temporary or visitor building access badges
• Participate in the building evacuation process, including maintaining checkoff lists and muster locations
• In coordination with Security officer, monitors automatic doors, elevator emergency phone, security alarms and exits, turn styles use and monitor, emergency calls, lock/open up door, restraining orders, among others
• Other related duties as assigned by supervisor.

• A high school diploma (or GED)
• Two years relevant administrative experience in a high volume and confidential environment
• Basic skills in Microsoft Word, Excel and Intermediate skills in Outlook
• Reliability and punctuality is a must for this position
• Professional demeanor and appearance required at all times
• Excellent customer service skills

Working Conditions and Physical Requirements

Weather: Indoors - environmentally controlled; requires most or all work to be done inside.

Noise level: The noise level in the work environment is usually that of a standard office atmosphere.

Description of environment: Office building with standard office environment.

Physical requirements:  Employee is required to occasionally lift and/or move up to 25 lbs. Frequently required to sit, stand, walk, use hands/fingers to handle or feel, climb, stoop, kneel, crouch or crawl, talk/hear, see, taste/smell, and carry weight/lift.

Travel: No

Competencies

• Demonstrates accountability for completing the above-mentioned tasks with minimal oversight, direction and reminders from supervisor. Incumbent must be self-motivated and able to manage their own time to meet commitments and managed areas of responsibilities.
• Demonstrate the highest level of telephone etiquette to reflect a professionalism towards employees and visitors.
• Demonstrates the ability to work well with people to understand their needs and resolve issues, concerns or requests as they arise.
• Strong sense of accountability and organizational skills complete tasks with proper attention to detail.
• Proficient in oral and written communications, ability to work well with others and listening skills.
• Demonstrated ability to improve skills and the delivery of services to meet the company’s needs.
• Manage multiple concurrent tasks and handle constant interruptions