Receptionist (Temporary P/T)

Temporary part-time receptionist position, February through May.

Is responsible for front office activities to include answering and directing incoming phone calls, the reception area, mail, conference rooms, and break rooms, answering and allowing guests into the building. Will direct and coordinate all office services and related activities, including notifications of in-house guests, facility and equipment repairs and maintenance. Additional duties include stocking office supplies and breakroom supplies as needed and prepping and coordinating conference rooms for meetings to include refreshments and food. Will handle confidential and sensitive information and will deal with a diverse group of important external callers and visitors. Independent judgment is required to plan, prioritize, and organize a diversified workload. Will schedule, weekly, monthly, quarterly, and/or annual employee meetings and luncheons that require you to cater and plan appropriately in advance.

Essential Functions:

• Will be answering the main phone line and greeting guests arriving at corporate office.
• Screen and qualify all incoming phone calls and disseminate to the appropriate person.
• Coordinate conference room scheduling and refreshments for training, demonstrations, courses, guests, meetings, and interviews, etc.
• Using MS Office TEAMS Channel, post pertinent information for employees including events, reminders, notices, etc.
• Will provide information on scheduled in-house demonstrations/training courses and verify all compliance standards are upheld with incoming guests.
• Assist in handling facility vendors including janitorial, landscapers, HVAC, shredding, etc. as needed.
• Work with facility technician on scheduling, getting quotes, managing repairs and notification to employees as needed.
• Scheduling phone screen interviews for human resources as well as employee panel interviews and final interviews for executives.
• Send candidate paperwork via email and send out calendar invites to those attending.
• Will post birthday and anniversary notices on TEAMS. Will schedule a monthly anniversary and birthday event for corporate office to celebrate employee changes includes purchasing of cake, or similar item.
• Will handle confidential documents and information that require discretion.
• New hires and promotions require updates to nameplates and phone list as well as Org chart and photo of new hire to be kept on network.
• Provide TEAMS Channel notification of termination/new hire template managers to include picture of employee.
• Post potluck, employee contests, or other random notices on TEAMS as needed.
• Provide list to manager of requested office or breakroom supplies needed for the company weekly.
• Sorts and distributes mail daily, scans and distributes any checks to accounting as directed. Will need to schedule back up of this duty when out of office.
• Disseminate faxes and scans on the main drive.
• Assist manager in on-boarding new hires.
• Work independently and within a team on special non-recurring as well as ongoing projects.
• Type and design general correspondence, memos, organizational charts, tables, graphs, business plans, phone lists, etc. Proofread copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
• Manage the daily functions of all breakrooms to include restocking supplies and cleanliness daily.
• Provide support for executives, employees and other departments as needed.
• Time management logging of daily hours with job codes.
• Perform other duties as assigned and as needed to better the department or company.

Competencies:

• Communication Proficiency
• Personal Effectiveness/Credibility
• Work independently
• Organized
• Dependable

Physical Demands:

While performing the duties of this job, the employee is regularly required to talk or listen. Frequently the employee will be required to stand; walk; use hands or fingers, handle or feel; and reach with hands and arms. Ability to occasionally lift office products and supplies up to 20 lbs. and to sit and work at a computer for upwards of 4 hours at a time.

Education and Experience:

• High school diploma or GED preferred or working experience in reception or an administrative role.
• 1 year of administrative experience in a professional office environment.
• Proficient in Microsoft suite of products including TEAMS, Word, Outlook, Excel, etc.
• Ability to multitask.
• Experience in Human Resources a plus.

Additional Requirements:

• Temporary part-time position consists of 25 hours per week; Monday through Friday, 10:00am to 3:00pm.
• Pre-employment drug test and background check required.

VirTra is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, genetic information or any other characteristic protected by applicable federal, state or local laws.

VirTra creates intense, immersive training solutions that keep law enforcement officers safe, prepared and armed with excelled skills. We are a meticulous in assuring every aspect of each scenario is the highest quality for maximum realism and learning. This attention to detail is found in every true-to-life scenario, curriculum, recoil kit and electronic device train your team to the highest level of preparedness.