Front Desk Receptionist

Summary

The Receptionist/Admin Assistant serves as the initial point of contact for our main Job Train office. This person will greet visitors in person and over the phone to describe services and programs, make appointments, take messages, and direct visitors. The Receptionist/Admin Assistant will perform other duties as needed and will be a member of the Outreach and Registration team for Job Train’s career training programs, helping clients complete the registration process.

This is an onsite role with scheduled hours of 7:45 a.m. to 4:15 p.m.; remote work opportunities are not typical for this role.

• Receives and greets visitors in a warm and professional manner; determines the nature of their visit, processes check-in, notifies appropriate staff, and directs visitors to the appropriate resource or location in the facility.
• Develops a deep understanding of Job Train’s programs, services and processes to represent the organization to visitors and callers, answer questions about programs and services, and provide relevant marketing materials.
• Maintains appropriate protocols and processes as needed: logging, providing badges, taking temperatures, creating name tags, monitoring visitors, etc.
• Maintains a clean, organized front desk and lobby; ensures informational flyers and forms are well stocked.
• Answers and transfers telephone calls, schedules appointments in relevant systems, and maintains various calendars.
• Sends, receives, and distributes mail and packages using USPS or other services.
• Performs routine clerical tasks such as data entry, filing, word processing, and event support.
• Monitors office and building supply needs and submits replacement order lists for purchasing.
• Maintains procedural documentation to support Job Train (e.g., phone lists, vendor contact lists, emergency contact lists).
• Proactively contacts clients interested in Job Train’s programs to assist with the registration process.
• Contacts community organizations to inform them of upcoming Job Train programs and services, as needed.
• Staff community events as needed, including occasional weekend or evening events.
• Records client and organization contact information in Salesforce.

• Minimum 2 years of experience in a public-facing customer service or front desk/reception role.
• Demonstrated ability to work independently while representing an organization and helping clients.
• Experience communicating business information in Spanish is highly desired but not required.

• Communications – professional, polite, and welcoming communication over the phone, in person, and in writing; ability to describe and promote Job Train’s programs and services; provide clear instructions and take clear messages; ability to speak Spanish is a plus.
• Client Orientation – identify and respond to the needs of diverse guests and direct them efficiently to the appropriate party.
• Listening – ability to listen attentively, understand, ask questions as appropriate, and respond as needed.
• Dependable and detail oriented – dependable, punctual, able to follow procedures, maintain accurate logs, and perform duties timely.
• Organization skills – organized, able to follow processes and develop procedures where none exist.
• Technology skills – ability to learn and use relevant technology (phone/PBX, MS Office, Calendly, Salesforce, etc.) to create documents, perform basic formatting, manage data, and generate reports.

Job Train requires that all employees be fully vaccinated against COVID-19, except as required by law. Any employment offer will be contingent upon satisfactory proof of full vaccination, subject to reasonable accommodations for medical or religious reasons, and/or as otherwise required by applicable law.

This is a full-time, nonexempt on-site position.

Job Train offers a competitive pay and benefits package including affordable health, dental, and vision insurance; paid vacation, sick time, holidays, floating holidays; retirement program with employer match; long-term disability; life insurance; and an employee assistance program…