Front Office Reception at Youth Services and Resources

RESPONSIBILITIES:

Receive Visitors

• Greet visitors appropriately.
• Determine visitor needs in a professional manner.
• Maintain visitor register.
• Offer refreshments to visitors where appropriate direct visitors to correct person.
• Ensure back up when absent from reception desk.

Answer Phone Calls

• Answer and address incoming phone calls in a timely and polite manner.
• Clearly determine the purpose of the call.
• Deal with queries and provide correct information.
• Forward calls to appropriate person.
• Take and deliver messages accurately and completely.

Manage Mail

• Sort and distribute incoming mail.
• Prepare outgoing mail for pick-up or courier.
• Organize courier deliveries.

Monitor Security

• Monitor people coming and going through the reception doors.
• Issue visitor passes where required.
• Be aware of and report suspicious activity.

Financial

• Monitor and record petty cash payments.
• Balance petty cash.
• Prepare travel vouchers.
• Basic cashiering duties.
• Basic bookkeeping duties.

Clerical

• Photocopy and collate documents.
• Fax documents.
• File documents accurately.
• Maintain equipment and report any malfunctions.
• Monitor, control and order office supplies.

Organize Meetings

• Book meeting room.
• Inform participants.
• Set up meeting room with necessary stationary and equipment.
• Organize catering for meeting.

Secretarial Support

• Prepare correspondence and documents.
• Update databases.
• Organize mailings.
• Prepare and maintain spreadsheets.
• Schedule and follow up on appointments.

Reception Area Maintenance

• keep reception area clean and neat.
• maintain and organize reading material.
• Adherence to YSAR values, which are: Optimistic, Engaging, Determined and knowledgeable.