Receptionist/Admin Support

UMOS • Milwaukee, WI

3d • Onsite

About The Position

Performs reception tasks in an effective, professional, and hospitable manner, responding to difficult situations with diplomacy. Efficiently multitasks between answering phone calls, greeting in-person visitors, and completing other clerical duties such as filing and data entry. Operates various standard office equipment, including a multi-line phone system, personal computers with Microsoft software, fax, calculator, printer/copier, shredding machine, etc. Maintains and updates the list of staff member availability continuously to receive and forward incoming calls. Accurately enters information of received calls, updating and maintaining detailed records and employee directories. Understands and responds effectively and clearly to address requests in person or over the phone, and to written or verbal instructions. Communicates in writing and verbally between suppliers, customers, visitors, enquirers, or relevant staff. Maintains excellent attendance, punctuality, and has the flexibility to work weekends as needed for special events and meetings and flex hours/break times as needed. Must be able to work standard business hours of 8am- 5pm. Orders and distributes office supplies for staff members. Maintains office supply order/purchase records and receipts, including UMOS purchase orders, and invoices for submission to UMOS Accounting Department. Picks up (from post office) and receives/distributes mail and incoming faxes; reviews and prepares mail and faxes carefully for distribution to the correct personnel. This includes date-stamping incoming mail, sorting, placing mail in staff/department mailboxes daily and posting outgoing mail. Establishes and maintains professional working relationships with managers, supervisors, co-workers, and customers. Pursues personal development of knowledge and skills required for the efficient performance of the job role. Attends required meetings and training, performs special projects and other related duties as assigned.

Requirements

• High school diploma or equivalent.
• Six to twelve months' experience in customer service or office setting.
• Bilingual Spanish/English verbal and written required.
• Able to deliver excellent customer service including maintaining confidentiality, externally and internally.
• Experience with receiving a high volume of phone calls and operating a multi-line phone system utilizing impressive telephone etiquette.
• Ability to understand and execute written and verbal instructions, and work with others in a close proximity, open environment.
• Proficiency using Microsoft Outlook, Word, Excel and Teams; good organizing and planning skills.
• Able to react effectively and calmly in emergencies and work under rigorous pressure and meet close deadlines.
• Must have a vehicle, auto insurance and a valid driver’s license.
• Employment with UMOS is contingent upon successful completion of a criminal background and driving record check prior to starting.

Nice To Haves

• Ability to scan documents and encrypt documents as necessary
• Use first aid equipment, fire extinguisher.

Responsibilities

• Performs reception tasks in an effective, professional, and hospitable manner, responding to difficult situations with diplomacy.
• Efficiently multitasks between answering phone calls, greeting in-person visitors, and completing other clerical duties such as filing and data entry.
• Operates various standard office equipment, including a multi-line phone system, personal computers with Microsoft software, fax, calculator, printer/copier, shredding machine, etc.
• Maintains and updates the list of staff member availability continuously to receive and forward incoming calls.
• Accurately enters information of received calls, updating and maintaining detailed records and employee directories.
• Understands and responds effectively and clearly to address requests in person or over the phone, and to written or verbal instructions.
• Communicates in writing and verbally between suppliers, customers, visitors, enquirers, or relevant staff.
• Maintains excellent attendance, punctuality, and has the flexibility to work weekends as needed for special events and meetings and flex hours/break times as needed.
• Orders and distributes office supplies for staff members.
• Maintains office supply order/purchase records and receipts, including UMOS purchase orders, and invoices for submission to UMOS Accounting Department.
• Picks up (from post office) and receives/distributes mail and incoming faxes; reviews and prepares mail and faxes carefully for distribution to the correct personnel.
• Establishes and maintains professional working relationships with managers, supervisors, co-workers, and customers.
• Pursues personal development of knowledge and skills required for the efficient performance of the job role.
• Attends required meetings and training, performs special projects and other related duties as assigned.

Benefits

• UMOS is an equal opportunity Affirmative Action employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED