Receptionist / Administrator

Position Title: Receptionist / Admin

Reports to: Partner

Department: Administration

Location: 1499 Gulf to Bay Blvd # 100, Clearwater FL 33755

Classification: Full-time; Exempt

Summary / Job Objective: As a receptionist/admin, you will work independently, perform administrative tasks, answer calls, welcome visitors and provide clerical support duties. You will report directly to the Principal Partner of UFC. Receptionist/admin will also provide support to the VP of Operations and assist in day-to-day office operations. The ideal candidate is an experienced professional with knowledge of office operations and customer service best practices. We expect you to perform well in a team environment and have exceptional people skills.

Essential Job Functions: The receptionist/admin is responsible for providing a broad range of administrative and technical support to the UFC Team, its’ partners, and mutual clients. This position requires sitting for 6+ hours/day, being able to type on a keyboard at least 50+ words/minute, and the ability to analyze data quickly.

Primary Responsibilities

• Manage complex calendars, maintain diaries/agendas and coordinate meetings that will sometimes include multiple individuals located across time zone
• Schedule out of town appointments, make appropriate travel arrangements including flights, hotel accommodations as well as reserve meeting venues and find local eating establishments
• Respond to or send out e-mails that are professional, direct, purposeful and courteous
• Answer incoming phone calls and / or route calls to the appropriate team member
• Warmly greet and welcome clients, agents and all visitors upon their arrival then provide general tidying up after their departure
• Manage incoming and outgoing mail as well as ship and track outgoing packages
• Field any vendors that solicit in person or by telephone
• Attend invited meetings, take notes, follow up on tasks through to completion
• Create and maintain a functional filing system that is best suited for accurate documentation and quick retrieval of paperwork
• Purchase, retrieve and maintain a proper inventory of office and kitchen supplies
• Check and respond to all incoming faxes and voicemails, and respond appropriately
• Implement and administer office systems, protocol and proper procedures for the benefit of the staff, agents and clients
• Help in the coordination of company functions such as Sales Team meeting and holiday events
• Assist the marketing team throughout the bi-monthly UFC Summits
• Schedule and follow up on office repairs and / or maintenance such as damaged card reader, locked emergency doors, rubbish removal, carpet cleaning
  
  

Qualifications

• 3+ years of receptionist / administrative experience
• High school diploma / GED required; Associate’s Degree or higher preferred
• Must be able to meet deadlines in fast-paced quickly changing environment
• In-depth knowledge of the company, product and brand is preferred
• Understanding of how CRM systems work is preferred
• Proven experience as an executive assistant or other relevant administrative support experience
• Ability to organize a daily workload by priorities
• Proficient in MS Office, with working knowledge of CRM platforms
  
  

Core Competencies

• Self-motivated, positive, creative, innovative thinker and multitasker with the ability to prioritize and manage time strategically
• Attention to detail a must
• Excellent verbal and written communications skills
• Ability to work well within a team as well as independently
• Dependability and a positive attitude are a must
  
  

Compensation & Benefits

Compensation (based on experience)

• Annual Salary: $37,000 - $42,000
• This is an exempt position
  
  

Benefits

• Employee benefits (medical, dental, vision, life insurance, other)
• 401k with employer match
• Paid Time Off
  
  

Location: 1499 Gulf to Bay Blvd., Suite 100, Clearwater, FL 33755; this role is an in-office position