Receptionist

Novitex Seattle, WA

About the Job

Position Exempt Status

Non-Exempt

Weekly Scheduled Hours

40

Scheduled Shift

1st Shift

Job Description

Novitex Enterprise Solutions is looking to fill a Receptionist position in Seattle, WA.  The shift for this position will be 8:00 AM-4:30 PM, working Monday – Friday.  The position is located in Seattle, and the starting pay for this position will be around $14.00 per hour and will vary based on experience.  Candidates who successfully complete their first 90 days of employment will also be given an additional $1.00 increase to their hourly rate.

In addition to being organized and able to multitask, this role requires a go-getter with a positive work ethic who is excited to work with the leading provider of innovative, cloud-based solutions in the document outsourcing industry.

Some perks of the job:

Employees working 30 or more hours per week may qualify for:

  • Paid holidays, vacation and sick time
  • 401k
  • Benefits Health & Welfare Package including – Medical, Dental, Vision
  • Employer Matching Health Savings Account
  • Exclusive discounts on entertainment, health & wellness, travel and MUCH MORE!

So what will you actually be doing?

With a strong attention to detail, this role will facilitate a variety of reception tasks to ensure high levels of customer service in a fast paced environment

A Receptionist’s daily tasks will involve:

  • Professionally and effectively answer and forward phone calls to their proper destinations
  • Assist administrators with catering order/coordinate delivery for staff meetings
  • Post & distribute mail daily
  • Manage postage & repair/maintenance of postage scale/meters assist w/mailing issues
  • Add/remove/create labels for staff mail slots
  • Order and maintain inventory of USPS/FedEx supplies
  • Arrange courier service when requested
  • Coordinate special arrangements for late-night/weekend pick-up delivery
  • Schedule conference rooms and AV equipment
  • Notify staff of incoming faxes or if a fax they attempted to send did not go through
  • Respond to outside callers request for fax numbers; follow-up on their inquiry/report of fax problems on our end. Provide SJ Customer Service/TAC numbers and/or local staff mobile numbers when appropriate
  • Order toner/parts/service for fax and photocopy machines
  • Respond to all incoming phone calls: transfer calls, overhead page, e-page as appropriate.
  • Provide SJ Customer Service/TAC numbers and/or local staff mobile numbers when appropriate
  • Submit Office Supply Orders to Office Depot for processing. Direct employees to Office Depot for personal orders
  • Arrange taxi/shuttle service for staff/guests
  • Assist site administrators with catering, transportation and/or meeting schedules for Cisco personnel who will be working/meeting at our site
  • Forward Landlord updates re: events/activities including repairs, holiday/weekend/late night hours, security, parking shuttle service and other similar issues
  • If a site has plants inside the lobby area, will water & maintain as needed or specified by field site
  • Call building maintenance/housekeeping staff for emergency carpet/floor spills/mop-ups
  • Direct employees to Cisco web site to submit case requests for all facility issues including housekeeping, janitorial, maintenance, plumbing, heating, A/C, elec. & phone lines, lighting, security, parking issues
  • Notify property management company's janitorial service for emergency carpet/floor spills/mop-ups when necessary
  • Advise building security personnel when Cisco personnel will require special, afterhours access, assistance with package deliveries, overnight parking, and similar activities
  • Notify landlord of additions/deletions to Cisco on-site personnel authorized for building access badges
  • Other tasks (No CRC Onsite)
  • Respond to all emails within a 48 hr. time period
  • Respond to all voicemails within a 24 hr. time period and/or next business day
  • Respond to all pages sent via e-page within a one hour time period and/or first thing the following morning for pages sent after business hours the previous day
  • Utilize Outlook Group Schedule for conference room activity
  • Adopt a proactive approach to client satisfaction and comprehension of current day conferences/meetings by ensuring availability prior to start of event
  • Conference Room Coordinator although assigned a stationary location, role requires daily flexibility/mobility
  • Primary point of contact for Conference Room related activity
  • Proactive approach to current days conferences and meetings / being available prior to start of meeting to ensure client satisfaction and comprehension including the assurance that materials needed for instructors/presenters are available and setup in the rooms as requested
  • Minor troubleshooting to include: assessment of technical difficulties based upon training provided from Cisco Workplace Resources (WPR), CBRE, Cisco IT Conferencing Services, and Offsite Vendors
  • If challenge continues to occur, CRC will escalate via the Cisco Global Technical Response Center (GTRC) to open case for IT resolution and if needed leverage Offsite Vendor to resolve
  • Escalate all invoicing/PO inquiries to IT for resolution
  • Confirm with guest speakers/administrators prior to meetings and events regarding AV setup and assistance if needed
  • Randomly spot check rooms to ensure all equipment assigned is available and functional
  • Keep current EAV2 (Enhanced Audio Visual) standards
  • Partner with WPR for PO issued to local AV vendor on any system and bulb replacements, upgrades to equipment or repairs that are not covered under contracts needed
  • Not involved directly with PO requests but can initiate request via the Facilities Response Center (FRC) and/or assigned project manager/site coordinator
  • Educate Administrative Assistants and other meeting organizers on any new technical equipment, or new procedures for handling A/V equipment
  • Gain constant knowledge of equipment
  • Catering Coordination
    • Coordinate catering needs for client meetings throughout the day including after hour meeting events involving any special dietary or kosher requests
    • CRC will only provide these amenities for customer interfacing meetings if requested
    • CRC will setup beverages in customer interfacing areas as well as deliver all requested items to conference rooms
    • Spot check rooms to ensure room is in full stock
    • Only provide these amenities if requested for customer meeting
  • Client Interface
    • Assist with onsite WPR requests including administrative projects generated from requests
    • Escort Guests and Instructors- If the Cisco Host is not available; the LA will contact the CRC to identify the meeting organizer, backup, and/or next step. Upon arrival, the Cisco Host will be responsible for ensuring Guests/Instructors are not left unescorted.  It will be the CRC’s responsibility to inform the Guests/Instructors of Cisco’s Access Policy
  • TelePresence
  • Spot check and light cleaning of the rooms
  • Straighten chairs and maintain proper furniture arrangements. Remove any trash left in rooms as necessary
  • Coordinate TP escort for guests with onsite Administrative Support
  • Escort meeting participants to and from the TP conference room(s)
  • DO NOT provide scheduling or technically related support to the TP rooms; direct TP booking inquires to internal Cisco resource
  • Housekeeping
    • Spot check and light cleaning of rooms
    • Based on business demand, spot check frequently used rooms (may change daily/monthly)
    • Stock flip charts (if available), adjust blinds, ensure room is presentable
    • Coordinate with facilities to ensure rooms are kept neat and cleaned, temperature controlled, etc.
    • If applicable, place cases via FRC as needed to up keep room appearance
    • Straighten chairs and tables to maintain furniture arrangement as requested and/or necessary

OK, I'm interested... But is it really the job for me?

You need great people skills, patience and the ability to multi-task to be good at this job.

The following is required:

  • Minimum of 6 months customer service related experience 
  • Previous reception and/or administrative experience
  • Keyboarding and windows environment PC skills required (Word, Excel and PowerPoint)
  • Excellent communication skills both verbal and written
  • Willingness and availability to work additional hours if assigned
  • High school diploma or equivalent (GED) required
  • You will be required to submit to pre-employment checks as a condition of employment, to the maximum extent permitted by applicable law. You will have to sign necessary consents to submit to the pre-employment checks.

PAY TRANSPARENCY NONDISCRIMINATION PROVISION

The contractor will not discharge or in any other manner discriminate against employees or  applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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