Receptionist, Administrative​/Clerical

Summary:

The receptionist is the first point of contact for visitors and callers to the organization and is responsible for creating a positive and welcoming experience for all individuals interacting with the company. In addition to greeting guests and managing the front desk, this role provides vital administrative support including managing mail, maintaining office and kitchen supply inventory, ordering meals for business meetings, and tracking budgets.

The receptionist also assists the Human Resources department by supporting recruitment and hiring activities, communicating with applicants, preparing new hire materials, maintaining employee files, and coordinating pre‑employment requirements.

• Greet visitors and guests in a professional and friendly manner.
• Create a warm and inviting atmospheres for all individuals entering the premises.
• Direct visitors to the appropriate person or department.

• Answer incoming phone calls promptly and courteously.
• Provide accurate and relevant information to callers or direct them to the appropriate resource.
• Take and relay messages when necessary.

• Assist with general clerical and administrative duties as required.
• Maintain and update records, files, and databases as needed.
• Handle mail distribution and assist with sorting and forwarding.
• Manage the inventory of office and kitchen supplies, placing orders as required to maintain adequate stock.

• Manage appointments, meetings, and conference room reservations.
• Coordinate schedules and communicate with internal staff regarding appointments and visitor arrivals.
• Order meals for business meetings and events as needed, ensuring timely delivery.

• Effectively communicate with internal staff, external visitors, and vendors.
• Handle inquiries and provide general information about the organization.

• Ensure the front desk, waiting room, kitchen, supply rooms and other common areas are clean, organized, and well‑maintained.
• Regularly check stock and ensure the areas are clutter free, presentable and well organized.

• Handle minor complaints, concerns, or issues from visitors and elevate as needed.
• Provide assistance and guidance in resolving any immediate problems or inquiries.

• Manage multiple tasks simultaneously while maintaining a high level of professionalism and accuracy.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Work will be performed both inside and outside on a regular basis, in most weather conditions. Noise level in the work environment is usually moderate. Evening, weekend, and holiday shifts are required as a normal part of this position. Occasional local day travel, local travel to managed businesses.

• Work will be performed both inside and outside on a regular basis, in most weather conditions.
• Noise level in the work environment is usually moderate.
• Evening, weekend, and holiday shifts are required as a normal part of this position.
• Occasional local day travel, local travel to managed businesses.

While performing the duties of this job, the employee is regularly required to sit, stand, and walk extended period. The employee occasionally is required to bend, climb, stoop, lift, carry, push, kneel, crouch, or crawl. The employee must regularly lift and/or move 15 pounds, and occasionally lift and/or move up to 25 pounds.

• High School diploma or GED.
• Valid AZ driver's license, provide a 39-month satisfactory MVR report.
• Obtain a Tribal operator driving permit at the time of hire.
• A satisfactory result obtained through a test for illegal drugs.
• Acknowledge and agree to maintain a drug-free workplace.

• An associate degree in related field of study or equivalent to at least 2 years' experience at a professional administrative level position.
• CPR and First Aid Certification.
• Exhibit a high level of professionalism.
• Knowledge of full range of complex secretarial functions.
• Knowledge of data gathering and summarization methods and techniques.
• Must be able to communicate effectively both verbally and in writing.
• Knowledge of and understanding of administrative-level correspondence requirements in a professional environment.
• Must act with diplomacy and tact.
• Knowledge of appropriate safeguards for protecting confidential data.
• Organizational skills and ability to prioritize time and responsibilities.
• Demonstrate organization and time management skills.
• Must have ability to exercise sound independent judgment.
• Knowledge and…