Administrative Assistant And Receptionist

Access Services is hiring an Administrative Assistant and Receptionist to join us in our Bethlehem, PA office! As a nonprofit organization serving Eastern Pennsylvania, our mission is to empower and serve people in need of specialized supports by providing innovative services that improve their ability to live fulfilling lives in the community.

A successful Administrative Assistant and Receptionist with Access Service will be knowledgeable of administrative tasks, friendly, outgoing, polite, and able to handle stressful situations with grace. These skills are important as this person will be the first point of contact for Access Services in the Bethlehem office. They will be welcoming visitors and staff members at the front desk, managing incoming phone calls and inquiries with professionalism, and ensuring those inquiries are directed appropriately.

The Administrative Assistant and Receptionist will provide high-quality administrative support and customer service across the organization, including scheduling assistance, coordinating with vendors and service providers, and supporting special projects. This includes office space management, ordering supplies and equipment, mail pick up and distribution, welcoming and directing visitors and clients, answering phone calls, records maintenance, copy/print services, and office maintenance. Another crucial part of the role is supporting the office manager in facilitating efficient office operations, procedures, and the use of equipment.

Essential Functions

• Provide front desk coverage with a welcoming and friendly presence. Deliver excellent customer service to clients, visitors, and staff members.
• Open and close the office daily.
• Monitor and operate the front door security system, including surveillance cameras, to ensure the safety of clients and staff.
• Enforce and maintain visitor protocols.
• Answer incoming calls, respond to inquiries and complaints professionally, and direct calls as appropriate.
• Sort and assist with incoming and outgoing mail and packages.
• Perform the weekly walkthrough of the offices and common spaces and report any issues accordingly.
• Perform data entry functions as needed.
• Run monthly copier and meter reports as needed.
• Ensure that the office is adequately stocked with needed supplies. This includes the printer room, kitchen areas, conference rooms, etc.
• Assist in managing conference room reservations.
• Assist with the Work Order Request Ticket system.
• Use office management software and spreadsheets to research, track, and document projects, operations, and vendor invoices.
• Help coordinate appointments and meetings, conduct research, manage external correspondence, and distribute reports.