ADMINISTRATIVE FRONT OFFICE COORDINATOR FOR ALLERGY & ENT ASSOCIATES IN HOUSTON!

ADDRESS: 450 GEARS RD., HOUSTON, TX 77067

HOURS: 8:00AM - 5:00PM MONDAY - FRIDAY

FULL TIME ONLY

+--------------------------------------------------------------------------+ | POSITION SUMMARY | +--------------------------------------------------------------------------+

This position is responsible for greeting guests and answering, screening, and properly routing incoming telephone calls. Must be cheerful and organized. This position will also assist all other departments with administrative tasks.

+--------------------------------------------------------------------------+ | ESSENTIAL DUTIES & RESPONSIBILITIES | +--------------------------------------------------------------------------+

• Maintain a neat, professional and welcoming environment in the front office
• Manage the phone system, which includes answering incoming telephone calls, determining purpose of callers, and forwarding calls to appropriate personnel or department
• Keep up with administrative schedules and take meeting minutes at all director and executive meetings.
• Respond to inquiries about the organization and provide callers with address, directions, and other information
• Welcome on-site visitors, determine nature of business, and announce visitors to appropriate personnel
• Perform other clerical duties as needed, such as data entry, filing, photo copying, and faxing.
• Manage conference room schedule, maintain work instructions on duties performed and mailing.
• Responsible for ensuring no guest proceeds past the reception area without company employee escort.
• Assist other departments with administrative tasks, as requested.

+--------------------------------------------------------------------------+ | QUALIFICATIONS | +--------------------------------------------------------------------------+

EDUCATION AND EXPERIENCE

• Minimum of 3 years’ experience as a receptionist, administrative assistant or equivalent customer service related position in a clinic or hospital setting
• High School graduate or equivalent
• Experience with multi-line telephone systems
• Professional, calm and courteous demeanor
• Strong sense of customer service
• Strong organizational and interpersonal skills required
• Excellent verbal and written communication skills

COMPUTER SKILLS

• Proficient computer skills in Microsoft Office including Outlook, Excel and Word

+--------------------------------------------------------------------------+ | KNOWLEDGE, SKILLS, ABILITIES | +--------------------------------------------------------------------------+

• CUSTOMER SERVICE — Knowledge of principles and processes for providing customer service; the ability to demonstrate a series of activities designed to enhance the level of both internal and external customer satisfaction.

• ORGANIZATION — Uses time efficiently by prioritizing and planning work activities; is methodical and efficient in structuring tasks to be accomplished.

• PROFESSIONAL MATURITY — The ability to separate emotional feelings from the real issues at hand. The ability to legitimately and objectively challenge the substance of our beliefs and biases of our observations.

• TIME MANAGEMENT — Managing one's own time and the time of others; the ability to shift back and forth between two or more activities or sources of information (such as speech, sounds, touch, or other sources).

• ACTIVE LISTENING — Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

• INTERPERSONAL COMMUNICATION — Writes and speaks effectively based on the psychological, relational, situation, environmental and cultural dynamics within the situation

• COMMUNICATION — The ability to write and speak effectively using appropriate convention based on the situation; actively listens to others, asks questions to verify understanding, and uses tact and consideration when delivering feedback to others.

+--------------------------------------------------------------------------+ | PHYSICAL DEMANDS | +--------------------------------------------------------------------------+

• PHYSICAL ACTIVITY LEVEL: Sedentary physical activity performing non-strenuous daily activities of an administrative nature
• PHYSICAL DEMANDS: Exerting up to 10 pounds of force occasionally to lift, carry, pull, or otherwise move objects; Substantial movements (motion) of the wrist, hands, and/or fingers in a repetitive manner

+--------------------------------------------------------------------------+ | WORK ENVIRONMENT | +--------------------------------------------------------------------------+

Well-lighted, heated and/or air-conditioned indoor office setting with adequate ventilation; Moderate noise (examples: business office with computers and printers, light traffic), daily stair climbing; Typical schedule is Monday through Friday with regular working hours; Occasional overtime may be required.