Shared Services recognizes that quality is a driver of growth; we are dedicated to providing quality support to Pact staff. Shared Services manages the DC facility providing support and administration services.
Position Purpose:
Reporting to the Shared Services Manager, the Receptionist ensures a positive first point of contact for all who enter the Pact Office. The Receptionist position is located in our Washington, DC office. The Receptionist greets and directs all visitors, receives and routes incoming telephone calls and provides general information and assistance to staff. The Receptionist is also responsible for managing mail (receiving, distributing and sending), ordering office supplies, and assisting with internal meetings. The Receptionist will also be responsible for processing vendor invoices, and other duties as needed.
Key Responsibilities:
• Treats all people with respect and dignity and approaches every request with a positive attitude.
• Welcomes visitors, guests, and vendors on a daily basis, connecting them to the appropriate staff while providing a welcoming positive introduction to Pact;
• Maintains security by following procedures, controlling access to the office, monitoring logbook, issuing visitor badges;
• Maintains knowledge of Mosaic (intranet) to assist with routing and directing of inquiries;
• Manages Pact’s main office number, receive, route and announce incoming calls to the appropriate staff
• Warmly greets all callers, answering and referring incoming calls to appropriate staff member and providing basic information when needed;
• Receives, sorts and distributes mail/deliveries/couriers; maintaining the postage meter/seal ensuring meter fund and compliance with postal regulations, preparing and submitting requests for additional funding as needed;
• Maintains a package receipt log and notifies recipients of newly arrived packages, prepares international shipments to country offices using FedEx and DHL;
• Assist with departmental and corporate event planning, placing catering orders and room set up;
• Prepare and submit payment requests for Pact vendors;
• Maintains safe, clean and welcoming reception area; assists in overseeing office cleanliness and order;
• Implement programs/strategies and improving people’s safety, moral and well-being in the office;
• Partners with Shared Services members to report and resolve building maintenance issues;
• Organizes, tracks and orders all office supplies, managing cost and inventory;
• Contributes to team success by assisting with administrative and other duties as needed.
Basic Requirements:
• Minimum of two years of a previous experience as a receptionist
• Strong Customer service focus and ability to problem solve, be resourceful and proactive
• Proficient with Microsoft office Suite
• Reliable
• Ability to be stationary for long periods of time
• Solid planning, time management, written and oral communication skills
• Ability to multitask, organize and adapt to frequently changing priorities
• Professional appearance
• Preferred Qualifications
• Advanced knowledge of Microsoft Office
• Familiar with online FedEX international shipping
• Experience with interacting with Accounts Payable processes
• Experience with nonprofit organizations
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