Front Desk Assistant

Job Description

Business Title:

Front Desk Assistant

Department or Business Unit:

Training

Supervisory Responsibilities /Direct Reports:

N/A

Reports to:

Operation Manager

Full Time / Part Time:

Full Time

Purpose / Summary:

The role of the Front Desk Assistant is responsible for all duties of the front desk operation by performing the following duties.

Key Responsibilities:

• Greet, welcome andsign incustomers,studentsand 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 theappropriate customer. 
• Inform the customer when their employee does not show up for a class they were registered for. 
• Perform filing,copingand scanning.
• Confirm successful upload of training recordsinlocal drive.Properly discard paper copies once confirmed.
• Producetrainingcertificates andtraining cardsfor customers. Check for accuracy prior todistribution. 
• Providecustomerwith reports or information thatisrequestedpertaining totheir employee trainingcertificates.
• Enter information into theSpiderdata base and assigninvoicing trackingnumbers.
• Assistsin monthly closings.
• Provide the invoicing department with the necessary informationin order tobill the customer.
• Assist Operation Managerwith instructor scheduling.
• Assist Booking Departmentwithcustomer requestsand phone callsincludingadding courses to Spiderdata base.
• Ensure all facility cleaning supplies are ordered andmaintained.

Key Competencies:

Competencies

To perform the job successfully, an individual should demonstrate the following competencies:

• Customer Service - Responds promptly to customer needs; Responds to requests for service andassistance; Meets commitments.
• Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions.
• Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Presents numerical data effectively; Able to read and interpret written information.
• Teamwork - Contributes to building a positive teamspirit; Puts success of team above own interests;Supports everyone's efforts to succeed.
• Business Acumen - Understands business implications of decisions; Displays orientation to profitability;Demonstratesknowledge of market and competition.
• Cost Consciousness - Contributes to profits and revenue.
• Diversity - Promotes a harassment-free environment.
• Ethics - Treats people with respect; Works with integrity and ethically; Upholds organizational values.
• Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time.
• Strategic Thinking - Analyzes market and competition.
• Judgement - Exhibits sound andaccuratejudgment.
• Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently.
• Professionalism - Approaches others in a tactful manner; Treats others with respect and consideration regardless of their status or position; Accepts responsibility forownactions.
• Safety and Security -Observessafety and security procedures; Reports potentially unsafe conditions.
• Attendance/Punctuality - Isconsistentlyat work and on time.
• Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions.
• Innovation - Displays original thinking and creativity; Generates suggestions for improving work.

Qualifications

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 disability to perform the essential functions.

Education and Experience:

High School Diploma or GED; 2 or more years administrative work preferably in the safety industry or related experience and/or training.   

Language Skills

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.

Mathematical Skills:

Ability to calculate figures and amounts such as discounts and percentages.

Reasoning Ability:

Ability to solve practical problems and deal with a variety of concrete variables. 

Computer Skills:

To perform this job successfully, an individual should have knowledge of MS Office Suite products. 

Physical Demands:

While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, color vision and ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate noise as associated with a business environment.