Receptionist & Office Support

Description:

Position Purpose

Provides prompt and courteous front office reception and general clerical/office support services by effective verbal and written communication with staff, partners, growers, vendors and visitors.

Organizational Relationships

• Supervisor: Plant Manager with dotted line reporting to Naturipe VA Fresh/Naturipe Farms Director of Human Resources

Accountabilities and Responsibilities

• Greets clients, visitors, and guests; determines the purpose of each person’s visit and directs or escorts him or her to the appropriate location.
• Answers, screens, and directs phone calls to staff; takes messages and schedules appointments.
• Receives mail, documents, packages, and courier deliveries and delivers or distributes items.
• Performs basic filing and recordkeeping.
• Provides prompt assistance, either in person or on the telephone, in a courteous and business-like manner.
• Conducts secretarial procedures effectively and efficiently
• Assist with third-party labor company employee timecard maintenance
• Create packing slips for product sample shipping
• Orders and expedites office supplies, always monitoring costs and verifies that the credit bill is correct against packing list received and order purchased.
• Keeps reception area, conference rooms, and other common areas neat, organized and properly stocked. Update breakroom bulletin board(s).
• Plan and coordinate all aspects of company-provided meals, including team lunches, executive breakfasts, and special event catering.
• Assist in shipping clerk duties such as verifying incoming/outgoing shipments, documenting, and sending returned shipments of damaged, defective goods when needed.

Requirements:

Quantitative Data/Job Dimensions

• Answer and route an average of 20-25 calls per day to appropriate personnel.
• Mail invoices daily
• Open, sort and distribute approximately 50-100 pieces of incoming mail per week to appropriate personnel.

Qualifications and Skills Required

• High School Diploma and a minimum of one year office experience required.
• Must possess a friendly but business-like telephone voice using discretion while conversing and displaying a pleasant disposition. Must possess ability to take accurate and complete messages.
• Ability to handle stressful situations and interruptions calmly and maintain accuracy.
• Bilingual is required for this role
• Overtime may be necessary at times. Supervisor to approve overtime in advance.
• Must be experienced and comfortable PC user with experience in Microsoft applications.