Receptionist

Responsibilities and Expected Outcomes:
Community Services:
• Effectively manage multi-line switchboard and accurately direct incoming calls in a fast-paced environment to expedite communication between internal and external constituents.
• As an ambassador of the organization and often the first point of contact for visitors, greet guests and vendors in a timely and courteous manner with a high-level focus on customer service to ensure the highest level of customer service and that the foundation is consistently well represented.
• Serve as primary administrator of the web-based visitor management system; assist staff and guests with use; monitor daily visitor invites and sign-ins; maintain staff roster; serve as liaison with guest registration system vendor; troubleshoot and resolve system issues and interruptions.
• Respond to general inquiries and provide accurate information to the community about the Cleveland Foundation and its programs and Midtown area amenities.
• Proactively monitor, update, and troubleshoot reception technologies and equipment to ensure apps, devices, etc. are readily available.
• Train reception relief team to ensure the foundation is consistently well represented to colleagues and guests and to ensure the team properly executes reception tasks and functions. Develop and maintain accurate training and reference resources for the reception relief team.
Anti-racism Equity Innovation Integrity Leadership Partnership Stewardship
Safety & Security:
• Monitor visitor/guest access in accordance with reception and security procedures. Model adherence to safety and security guidelines. Proactively communicate all security breaches or incidents of concern to the Director, Building Operations and Guest Services in a timely and effective manner. If directed or necessary, notify building security and/or emergency services.
• As directed, test reception security procedures collaboratively with colleagues, reporting outcomes to the Director, Building Operations and Guest Services.
Front Desk & Operations Team Support:
• Monitor Building Operations/Guest Services (BOGS) Request System. Prioritize and address daily staff requests for service, support, and supplies to ensure the productivity of the organization.
• Receive, coordinate, track and reconcile deliveries to ensure accurate records and adherence to budget.
• As directed, promptly and accurately process invoices for approval via accounts payable workflow.
• Manage access credentials for various technologies, adhering to cyber security policies.
• Inventory and replenish reception and kiosk supplies.
• Provide oversight and management of the Building Operations and Guest Services content on Microsoft Teams and TCF@Work.
• Actively participate in identifying new methods and approaches to ensuring an efficient, productive, safe, and secure work environment.
• Maintain an accurate staff roster and important contact numbers on the reception back-up cell phone
• Provide project and facility management support to the Building Operations and Services team and other departments (as approved by the BOGS Director) to strengthen the productivity and smooth operation of the organization.