The Receptionist is responsible for operating the VoIP telephone system, answering incoming calls, directing callers to appropriate personnel as well as maintaining the voice-mail system greeting tree and for receiving guests and other visitors to the office. In addition, this position supports other departments by providing administrative services as required and assistance to Office Manager and Office Services Coordinator with administrative activities.
Major Duties & Responsibilities:
Answer incoming telephone calls, retrieve messages from voice mail, determine purpose, and forward calls to appropriate personnel
Monitor visitor access and allows entry when required. Greet on-site visitors, determine nature of business, and contact appropriate staff
Maintain building security access. This includes management of access fobs and security cards
Management of office catering orders and guest transportation
Maintain and update visitor access system (GoReception)
Coordinate and manage business cards and badges for all AVIXA staff
Provide back up to Office Services Coordinator, including but not limited to:
Receive, sort, and distribute mail/packages as required
Help employees with outgoing mailing and shipments
Be knowledgeable of copiers and other office equipment, and how to troubleshoot
Maintain lock and key records for offices
Serve as a staff resource for mail room, office and kitchen supply orders
Work with Expositions Department to prepare annual staff mobile phone list for inclusion in the InfoComm Show staff survival guide.
Assist Office Manager with new staff orientations and related documents
Liaison to property management company for any service requests
Performs other duties as needed, such as filing, photocopying, collating, database entry
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education: High School Diploma or equivalent
Experience Level: Minimum of 1 year inofficeadministration. Microsoft Office proficiency in Word, Outlook, and Excel. Proficiency with all standard office equipment
Ability to manage multiple assignments simultaneously
Ability to interact with all levels within the organization and across all companies on both an individual basis and member of a cross-functional team
Ability to problem solve by identifying and resolving problems in a timely manner, including developing alternative solutions
Ability to manage difficult or emotional customer situations; respond promptly to customer needs
Ability to focus on solving conflict; maintain confidentiality; listen to others without interrupting and remain neutral
Ability to prioritize and plan work activities, use time effectively, set goals and objectives, organize schedules and develop realistic action plans
Ability to adapt to changes in the work environment; ability to deal with frequent changes, delays or unexpected events
Other Requirements: Potential travel up to 5% with potential attendance at AVIXA’s annual US trade show (InfoComm)
This description describes the general duties and responsibilities of the position. It is not a complete list of duties and the employee may be required to take on additional duties and responsibilities as required by the needs of the association.
EEO Policy Statement: “It is the policy of AVIXA to provide equal employment opportunities to all qualified persons, and to recruit, hire, train, promote, and compensate persons in all jobs without regard to race, color, religion, sex, national origin, disability or sexual orientation.”
About AVIXA, Inc
AVIXA™ is the Audiovisual and Integrated Experience Association, producer of InfoComm trade shows around the world, co-owner of Integrated Systems Europe, and the international trade association representing the audiovisual industry. Established in 1939, AVIXA has more than 5,400 members, including manufacturers, systems integrators, dealers and distributors, consultants, programmers, live events companies, technology managers, content producers, and multimedia professionals from more than 80 countries. AVIXA members create integrated AV experiences that deliver outcomes for end users. AVIXA is a hub for professional collaboration, information, and community, and the leading resource for AV standards, certification, training, market intelligence and thought leadership. Additional information is available at avixa.org.