Vacancy expired!
Description:
As the Administrative Assistant/ Receptionist you are the face of the studio. You are the glue that keeps it all together. You are the person everyone seeks to solve any problems. You will be responsible for taking payments when they are due, answering, screening, and forwarding calls. Calling new leads until you successfully have them in the schedule. (we need someone who will be consistent with this task). You will be providing administrative support to ensure efficient operation of the studio. Support owners and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Ability to effectively communicate via phone, email, and face to face ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. Rely on experience and judgment to plan and accomplish goals. Working at Fred Astaire Dance Studio Brewster NY is fun and exciting. We are a big family and we offer an atmosphere of kindness, warmth and inspiration.
Hours: Monday - Thursday 12:15-8:30 pm
Friday 12:15-4:30 pm
Some Saturday (not often)
Responsibilities:
Cover the reception desk (you will be at the reception 99.9% of your time)
Answer, screen, and direct phone calls
Call new leads, and schedule them for a Intro lesson( this is crucial)
Distribute voice messages, emails, and phone messages to the correct instructor (this is crucial)
Collect payments due (this is crucial)
Manage social media websites (Facebook, Instagram, Constant Contact)
Develop and maintain a filing system
Order supplies
Book travel arrangements (very seldom)
Provide general support to visitors
Provide information by answering questions and requests
Generate reports
Handle multiple task (multitask)
Ensure operation of equipment by calling for repairs when equipment is failing; maintaining equipment inventories (ink, receipt paper, DYMO labels)
Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
Carry out administrative duties such as filing, typing, copying, scanning etc.
Write letters and emails on behalf of other office staff
Handle sensitive information in a confidential manner
Reply to email, telephone or face to face inquiries
Resolve administrative problems
Receive, sort, and distribute the mail and packages
Answer, screen and forward telephone calls
Coordinate repairs when needed
Greet and assist visitors to the studio
Requirements:
Common Sense
Proven admin and reception experience
Knowledge of office management systems and procedures
Excellent time management skills and ability to multi-task and prioritize work
Attention to detail and problem solving skills
Excellent written and verbal communication skills
Strong organizational and planning skills
Proficient in MS Office, Excel, and Publisher
At least 5 years of experience in the field or in a related area
High school diploma or equivalent; college degree preferred
Reporting Skills
Professionalism
Supply Management
Inventory Control
Verbal Communication
Typing Skills
Attention to Detail
Accuracy
Multitask
Telephone Skills
Teamwork
Discretion and Judgment
Patience