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Senior Receptionist
Location:
Sutherlin, OR
Description:
Wish your job made a difference? Our mission is protecting the world's water. We work every day to support the sustainability of our most precious resource, so our people know what they're doing matters. You'll work with supportive teammates who have a strong work ethic and are committed to doing the right thing. Join our team and do work that matters. Visit www.orenco.com/jobs to learn more or check out the official job description (below). GENERAL POSITION SUMMARY: As Orenco's first point of contact for visitors and callers the Senior Receptionist must be friendly, courteous, and professional; an excellent communicator able to present an excellent customer oriented company image to individuals of all professional levels at all times. This is a highly visible position and requires the incumbent to assist a medium to large volume of visitors and callers with a wide variety of inquiries which may involve in-depth communication to determine the direction of transfer to an appropriate department or person. Responsibilities include following and assisting in safety and security procedures set up by the management teams during drills and emergencies. Provides general office support with a variety of clerical activities and related tasks as time allows. RESPONSIBILITIES: Essential Functions: > Customer Service - Responds to all callers, visitors, and staff in a caring, personable, and professional manner. - Internal - Extends warm friendly greetings to staff. Assists management and other staff with small and large scale company communications via phone, intercom, email, and handwritten messages. - External - Greets visitors, ascertains the purpose of the visit and directs them appropriately. Monitors visitor access and assists in protecting security and confidentiality within the facility by following set procedure within Orenco's visitor badge policy. Ensure that only authorized visitors have access to company facilities and that visitors agree to, and sign, the non-disclosure agreement at check-in. Issues and reclaims visitor badges and keeps hard copy records for verification if needed. Organizes, files, and archives yearly visitor logs for Sutherlin's main office, receiving department, and Winchester facility. - Other - Ability to recognize confidential matters and maintain confidentiality. Ensures the reception area and desk are kept tidy at all times presenting an inviting first impression to customers, and a welcome entry to the workday for employees > Phone Duties Answers and routes incoming calls on a multi-line computer-based switchboard in a prompt, professional, and courteous manner. Requires detailed listening, precise communication, evaluation of details, and quick decisive decision making. Responds to incoming calls in a timely manner, transfers calls to appropriate personnel and/or voicemail following Receptionist SOP (standard operating procedure). Follows preset, personalized, guidelines to answer and route incoming calls for Orenco's board members. Occasionally takes and arranges for delivery of written messages for N4 personnel when the situation warrants doing so. Takes accurate messages for production floor personnel without company phones, routing through the appropriate supervisor for delivery. Creates voicemail boxes in emanager program for new employees. Introduces new employees to the company's voicemail system via introductory email containing instructions and templates, fields follow up questions when needed. Occasionally records voicemail greetings for employees and/or at supervisor's request. Records holiday and closure greetings for Orenco's main incoming phone line, ensuring correct greetings play at designated times/dates. Maintains master employee phone directory document for reference and/or printing. Operates internal paging system, speaking clearly and concisely, following SOP and/or customized scripting. > General Clerical Receives Orenco's main incoming faxes, via internal email, promptly forwards to appropriate staff. Uses scheduling software to schedule/reserve in-house conference rooms and meeting facilities following set procedures, assists in resolving conflicts when appropriate. Manages Orenco Guest House reservations by promptly fielding incoming requests, making reservations, sending appropriate confirmations and communications, and documenting all according to set timelines and protocols, assists in resolving scheduling conflicts. Manages Orenco's company vehicle check out system by promptly fielding incoming requests, verifying employee pre-approved driver status, making reservations, sending appropriate confirmations, ensuring all appropriate documentation is completed prior to check out and after check in, according to set protocol. Communicates with Administrative Supply Clerk to ensure all vehicles have up to date safety equipment, legal documents, and employee checklist onboard prior to departures. Creates an annual vehicle usage summary from monthly calendars for each vehicle. Maintains a detailed current SOP of all reception desk tasks and duties. Keeps all relief staff informed and up to date on changes and/or additions to responsibilities, schedules, and routines. Ensures all staff covering reception desk comply with company policies, procedures, and guidelines having to do with guest services. Manages magazine subscription cancellations for current and former employees. Follows Orenco writing standards and uses Orenco templates where applicable. Assists other departments upon request when available. > Accounting Duties Assists the accounting department in management of monthly employee business credit card statements by providing a printed monthly spending report to card holders. Assists each employee with receipt collection, verification of receipt to statement match, expense code allocation and verification, handling applicable communications, documentation, and filing according to set protocol. Provides additional support to Accounting Department upon request when available. > Emergency Action Follows set protocol during emergencies and drills maintaining contact to share relevant information with the site commander and the Safety Manager. Follows set guidelines in using the paging system, 2-way radio, and cell phone to make announcements and to share information and assists emergency partner in notifying Orenco's board of directors. Responsible for maintaining the reception desks emergency action plan equipment. Responsible for keeping the reception desks emergency action plan SOP up to date and for training all back up personnel. > Safety Committee Duties Prepares and sends meeting notifications, via email, to Committee and Orenco board members of scheduled meetings. Prepares meeting agenda, attends meetings, prepares and posts meeting minutes according to set guidelines. Occasionally provides additional support to safety committee as requested. > Regular attendance and punctuality is an essential function of this job. Nonessential Functions: > May perform other duties as assigned. EDUCATION: High School Diploma or equivalent KNOWLEDGE/SKILLS/EXPERIENCE: Two years of experience as Receptionist III or equivalent is required. A basic knowledge of Orenco products and services is required. Knowledge of customer service principles and practices, skilled regarding the process of interacting with internal and external customers to provide a positive customer experience and issue resolution. Exceptional verbal and written communications skills are required. Ability to communicate accurate information, taking necessary steps to verify facts to avoid communicating inaccurate information whenever possible. Ability to listen to, understand, and communicate detailed information in a clear, professional, courteous, and customer service-oriented manner. Displays quick, accurate, recall of detailed information from multiple sources and details including daily employee attendance, meeting schedules, and conference events, using daily status and other informational records as reference to make accurate decisions. Able to be articulate and polite but firm when dealing with difficult, impatient, or upset customers or staff Capable of being flexible and able to change direction in job duties as often as required. Understands and displays personal stress management, excellent conflict management skills, and knows the importance of staying calm and relaxed under stressful high-pressure situations. Understands Orenco's emergency procedures, set by the Safety Manager, and is able to activate and follow emergency action plans and take initiative to lead others without hesitation as the situation deems necessary. Able to efficiently work with, organize, and maintain detailed records, forms, and files with exceptional attention to accuracy and detail Working knowledge of basic office procedures, English, grammar, vocabulary, punctuation, spelling, and mathematics. Basic to intermediate computer skills to include email, Word, Excel, and accurate data entry in all. Minimum typing, data entry, speed of 35 wpm with emphasis on accuracy. Ability to work independently for extended periods of time and as part of a team. Is reliable and possesses a strong work ethic including focused, on-task work performance with a minimum of interruptive behaviors Displays a professional personal presentation adhering to company dress code and department managers guidelines. Legible handwriting is required Work overtime as required. TOOLS AND EQUIPMENT: Bull Horn Cell Phone Two-Way Radio Desktop and Laptop Computer (Mac and/or PC) Multi-Line Phone Switchboard with Voice Mail, Intercom, and Paging Printer, Copier, Scanner, Fax Machines-Multifunction or stand alone WORKING CONDITIONS: Office environment with prolonged periods of sitting or standing. PHYSICAL REQUIREMENTS: Speaking, hearing, seeing, reading, writing, keyboarding, prolonged periods of sitting and/or standing including extended time viewing a computer screen. Occasional physical activity including walking, reaching, bending, and occasional light lifting up to 20 lbs.
Company:
Orenco Systems
Posted:
December 26 2023 on ApplicantPro
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More About this Listing: Senior Receptionist
Senior Receptionist is a Clerical Receptionist Job at Orenco Systems located in Sutherlin OR. Find other listings like Senior Receptionist by searching Oodle for Clerical Receptionist Jobs.
Senior Receptionist is a Clerical Receptionist Job at Orenco Systems located in Sutherlin OR. Find other listings like Senior Receptionist by searching Oodle for Clerical Receptionist Jobs.