Front Desk Assistant

RELYON USA LLC•Houma, LA

11h•Onsite

About The Position

The role of the Front Desk Assistant is responsible for all duties of the front desk operation. This includes greeting, welcoming, and signing in customers, students, and visitors, checking in students for classes, taking student pictures, and processing cash payments. The assistant will also distribute sign-in sheets and documents, inform customers about employee absences, perform filing, copying, and scanning, and confirm the successful upload of training records. Other duties involve producing and distributing training certificates and cards, providing customer reports, entering information into the Spider database, assisting with invoicing and monthly closings, and supporting the Operation Manager with instructor scheduling and the Booking Department with customer requests and phone calls, including adding courses to the database. Additionally, the role ensures facility cleaning supplies are ordered and maintained.

Requirements

High School Diploma or GED
2 or more years administrative work preferably in the safety industry or related experience and/or training.
Ability to read technical procedures or government regulations.
Ability to write business correspondence.
Ability to effectively present information and respond to questions from groups of managers, customers and the general public.
Ability to calculate figures and amounts such as discounts and percentages.
Ability to solve practical problems and deal with a variety of concrete variables.
Knowledge of MS Office Suite products.

Responsibilities

Greet, welcome and sign in customers, students and visitors in a professional, friendly, hospitable manner.
Check in students and ensure they attend the class in which they are registered for.
Take a picture of all students registered.
Process and collect cash payments.
Distribute sign in sheet(s) and requested documents to the appropriate customer.
Inform the customer when their employee does not show up for a class they were registered for.
Perform filing, coping and scanning.
Confirm successful upload of training records in local drive. Properly discard paper copies once confirmed.
Produce training certificates and training cards for customers. Check for accuracy prior to distribution.
Provide customer with reports or information that is requested pertaining to their employee training certificates.
Enter information into the Spiderdata base and assign invoicing tracking numbers.
Assists in monthly closings.
Provide the invoicing department with the necessary information in order to bill the customer.
Assist Operation Manager with instructor scheduling.
Assist Booking Department with customer requests and phone calls including adding courses to Spiderdata base.
Ensure all facility cleaning supplies are ordered and maintained.