Receptionist

Job description

Job Title: Receptionist

Position Type: Contract, Full-Time, Remote

Working Hours: US CST

About Pavago

Pavago is currently seeking a Receptionist to play a pivotal role in our client’s organization, providing essential administrative support and ensuring seamless operations. You’ll handle incoming calls courteously, manage information from company systems, and transfer calls efficiently. Utilizing tools like RingCentral and G Suite, you’ll also manage scheduling and customer interactions through Quickbooks. If you thrive in a dynamic environment, possess strong organizational skills, and excel in delivering top-notch administrative support, we invite you to apply and be a crucial part of our team’s success.

Responsibilities:

• Answer incoming calls promptly and courteously: Greet callers with a professional and welcoming demeanor. Provide accurate and timely responses or direct them to the appropriate department or personnel.
• Provide basic information from company operating systems: Access and navigate company systems to retrieve information such as office hours, location directions, or general company policies. Ensure information provided is up-to-date and relevant to the caller’s needs.
• Transfer calls to appropriate personnel: Determine the correct recipient for each call based on the nature of the inquiry. Efficiently transfer calls using Ring Central or other designated call management systems. Briefly introduce the caller to the transferred party to ensure a seamless transition.
• Record messages accurately and promptly : Take detailed messages including caller’s name, contact information, and reason for calling. Relay messages promptly to ensure timely follow-up by the intended recipient. Maintain a log of all messages for reference and accountability.
• Dispatch & Service Management: Navigate dispatch and service management software to coordinate service requests or appointments. Use Quickbooks for customer-facing interactions related to billing or inquiries. Manage email communications using G Suite to respond to inquiries or forward messages as needed.

What Makes You a Perfect Fit:

• Strong communication skills, both verbal and written: Effectively communicate with clients and colleagues, ensuring clarity and professionalism in all interactions.
• Proficiency in using RingCentral call software and other operational tools: Navigate RingCentral and other essential tools adeptly, facilitating efficient call management and task execution.
• Ability to handle multiple tasks efficiently in a fast-paced environment: Thrive under pressure, managing various responsibilities with poise and prioritizing tasks to meet deadlines effectively.
• Customer service orientation with a professional demeanor: Approach interactions with a focus on customer satisfaction, maintaining a courteous and helpful attitude at all times.
• Detail-oriented and organized approach to call handling and message recording: Pay meticulous attention to detail, ensuring accurate message recording and meticulous call management to enhance organizational efficiency.

Required Experience & Skills:

• Desired Background: Proven experience in a receptionist or customer service role, demonstrating competence in administrative tasks and client interactions. Strong proficiency in using office software such as G Suite, Quickbooks, and RingCentral, with a focus on enhancing organizational efficiency.
• Experience: Previous experience in a receptionist or administrative role, handling diverse responsibilities and ensuring smooth office operations. Demonstrated ability to manage high call volumes, prioritize tasks effectively, and maintain professionalism under pressure. Experience in customer service settings, delivering exceptional support and fostering positive client relationships.
• Technical Proficiency: Proficient in utilizing RingCentral for managing incoming and outgoing calls, ensuring seamless communication within the organization. Skilled in using G Suite applications for email communications, document management, and collaboration with team members. Familiarity with Quickbooks for customer-facing interactions, facilitating billing inquiries and maintaining accurate records.

What Does a Typical Day Look Like?

The receptionist begins each day by reporting to the manager via direct message, ensuring alignment on tasks and priorities. They then log into call management software and other operational tools to efficiently handle incoming calls and inquiries. Throughout the day, they receive periodic feedback on call handling techniques, enabling continuous improvement. Additionally, the receptionist provides valuable insights to the company regarding common call types and specific customer inquiries, contributing to enhanced service delivery and customer satisfaction strategies.

Interview Process:

• Initial Phone Call: Engage in a brief conversation to understand your experience and suitability for the role.
• Video Interview: Delve deeper into your professional background and assess your skills in a 30-minute call.
• Practical Assessment: Showcase your creative abilities through practical tasks relevant to the role.
• Final Interview: Have a comprehensive discussion with our client to ensure mutual alignment.
• Background Checks: Conduct swift verification of your references and past employment details.

Ready to Apply?

Ready to apply? If you excel in providing vital administrative support and thrive on efficient communication and task management, we invite you to join us as a Receptionist. Your attention to detail and proactive approach will ensure smooth operations and exceptional service delivery for our client.