Job Description

As the first point of contact for Scoular customers, the receptionist’s primary responsibilities are receiving and directing incoming telephone calls and greeting guests as they arrive with proper check-in, and notification to Scoular host. This includes screening incoming calls, call handling for other Scoular offices, while correctly directing and handling calls in a courteous and professional manner. They are to maintain a presentable font reception desk free of clutter. The receptionist is to keep the Exchange break area maintained including beverage machines. They assist Scoular internal customers hosting events by ordering food for participants and/or helping with the purchase of beverages from Scoular’s food and beverage provider. Additional administrative duties include receiving deliveries, incoming and outgoing mail processing, global shipping support, office supply inventory, kitchen supply inventory, payables and receivables processing support, filing of Scoular motor vehicle titles and other miscellaneous projects as assigned.

Essential Functions:

• Reception, Public Contact and Communications
  • Receives and directs incoming calls and messages in a courteous, prompt, accurate, and professional manner.
  • Learns to recognize frequent callers by their voices, help customers determine their needs and meet those needs.
  • Masters the use of telephone features, including call transfers, voice mail, intercom, and night ring service.
  • Provides backup of call answering and routing to our Overland Park and Minneapolis locations on an as needed basis.
  • Monitor phone equipment of any hardware or software problems, coordinate repairs.
• Office Coordination
  • Greet guests in a professional, friendly, hospitable manner.
  • Maintain and order office and kitchen supplies.
  • Open and close visitor area including preparing the break room daily (i.e. loading and unloading dishwasher, cleaning coffee machine, wiping down countertops and tables in exchange etc.)
• Administrative Support
  • Log Checks Received and deliver to accounting (11:00 am)
  • Scan and code Invoices
  • Coordinate the setup of Electronic Funds Transfers (EFTs) among vendor, Master Data, Treasury and Accounts Payable.
  • Maintain Titles to equipment and vehicles for North America
  • Maintaining log of visitor & contractor badges
  • Provide food and beverages support to Scoular Internal customers hosts for their events.
  • Maintain office and kitchen supply inventory.
  • Administrative duties using other Microsoft Office Program documents as requested (i.e. Word, Excel, PowerPoint presentations)
• Shipping/Receiving
  • Collect, process (Sort & Open) incoming mail from the post office (put in mail slots)
  • Sign for courier deliveries and notify package recipients of receipt using Verkada mailroom app.
  • Meters outgoing mail and takes mail and packages to drop boxes.
  • Coordinates and executes international shipping
• Perform a variety of clerical duties
  • Records retrieval and storage coordination support to Scoular Internal Staff
  • Mass Mailings
  • Provide support for other departments approved by manager.

Qualifications

Minimum

• High school diploma or GED.
• Excellent PC skills.
• Knowledge of MS Office Suite (Word, Excel, Outlook, Access) and Lotus Notes. Typing speed of 30 WPM.
• Professional Appearance
• Should be customer driven
• Ability to multi-task
• Excellent verbal communication skills
• Excellent phone etiquette