Administrative Assistant/Receptionist (Brewster)

Administrative Assistant/Receptionist (Brewster)

21 Nov 2024
New York, Hudson valley 00000 Hudson valley USA

Administrative Assistant/Receptionist (Brewster)

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

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