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Responsibilities include:

Receptionist:

The Indesign receptionist plays an extremely important role in the representation of Indesign as the face and voice of our organization. Our receptionist is often the first person that our customers, vendors, candidates, and potential clients interact with when making contact with Indesign. This job requires someone who can think fast, be flexible and adapt easily. It also requires the ability to juggle multiple priorities, help the business run smoothly, and always present a positive and friendly attitude to make our visitors feel like they are in good hands.

• Greet, sign in and badge guests
• Answer phone and route callers to appropriate contacts
• Locate people when required (e.g. visitor is here and person needs to be found)

Office Administration:

• Distribute mail to employee mail slots.
• Daily conference room maintenance, including:
• Make sure whiteboards are clean and have markers/erasers.
• Restock notepads, pens, coffee & lunch supplies.
• Rotate drinks in refrigerators as needed.
• Maintain lobby (water plants, turn on/off lights, etc.).
• Administer stockroom/purchase office & printer supplies.
• Maintain conference room & break room supplies/utensils.
• Order flowers for Indesign.
• Update all conference room phone directories & calendars as needed.
• Order catering for business functions (team meetings, client lunches, etc.).
• Check fire extinguishers & first aid kits monthly
• Open/close building (blinds, coffee machine, doors, security system).
• Help prepare cubicles for new employees.
• Maintain printers (stock paper, replace toners, manage service requests).
• Create shipping labels/provide postage (includes UPS, FedEx, stamps.com).
• Alert purchasing agent when packages are received.
• Support HR with planning and decorating for company events.
• Compose letters and other documentation, make copies, and provide general admin support.

Break Room Support:

• Assist with clean-up after business lunches/events; remove leftovers from conference rooms, wipe down tables, wash dishes, etc.
• Refrigerate or throw away leftovers before leaving each day.
• Clean out refrigerators monthly.
• Manage inventory of break room items.
• Maintain break room fruit and snacks.
• Maintain and fill coffee machine as needed.
• Prepare vegetables for daily afternoon snack.
• Prepare popcorn on Wednesday afternoons.
• Coordinate semi-monthly jump start (pitch-in breakfast).

MUST be able to meet the following requirements:

• Desire to work a part-time schedule with hours from 12:30pm to 5pm, on Monday, Wednesday & Fridays. If more hours are desired, schedule could include 4 or 5 days a week.
• Able to flex hours occasionally to cover for morning receptionist.
• Ability to lift up to 25 lbs.
• Possess good client skills to greet clients at front desk and on the telephone.
• Ability to travel short distances to pick up catering for business functions.
• Possess good organizational skills.
• Possess good communication skills.
• Always conduct work in a professional and ethical manner.
• Maintain a positive work atmosphere by acting and communicating in a manner to get along with customers, vendors, co-workers and managers.
• Perform all functions in a nondiscriminatory manner.

Desirable to meet the following requirements:

• Good knowledge of Office tools (Outlook, Word, Excel, PowerPoint, etc.).