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Receptionist (IINE Lowell)

Company: International Institute of New England
Location: Lowell
Posted on: May 4, 2021

Job Description:

The mission of the International Institute of New England (IINE) is to create opportunities for refugees and immigrants to succeed through resettlement, education, career advancement and pathways to citizenship. One of the oldest and largest human services organizations for New Americans in the region, IINE serves more than 2,500 people each year in Boston and Lowell, Massachusetts, and Manchester, New Hampshire. Our programs include case management, youth and family services, English for Speakers of Other Languages (ESOL), employment and skills training, and immigration legal services. A dynamic, forward-looking, smart and rapidly growing non-profit organization, we seek well-qualified, solutions-focused candidates who are experts in their respective fields. Successful candidates will join a committed team of professional staff and volunteers who are devoted to welcoming and serving new Americans. Receptionist (IINE Lowell) Reports to: Office Manager Supervises: N/A Status: Non-Exempt, Part-Time (32 hours/week)* Availability: *Please note that we are currently looking for a receptionist able to work in person at the Lowell office. Overview: The Receptionist serves as the first point of contact in the Lowell office by greeting and directing clients and visitors, maintaining the front desk area, supplies areas, and classrooms, receiving and sending mail, answering and routing phone calls, assisting staff in managing their schedules and coordinating their meetings, collecting case-related documents, and directing vendors. The Receptionist will also assist the Office Manager by ensuring the submission of administrative documentation in a timely manner, reviewing storage and submitting supply requests, and performing other clerical functions as needed or requested. The Receptionist is principally responsible for creating a professional, welcoming climate for staff, clients, and guests. Duties and Responsibilities: Manage opening and closing of the site Support IINE-Lowell with moving to a new office location Foster a professional and friendly atmosphere for all staff, clients, and visitors Answer and route a high volume of phone calls; take accurate messages, and screen calls for IINE-Lowell staff Provide accurate, service-oriented responses to a wide variety of inquiries, both in person and via phone, while maintaining Institute standards and confidentiality policies Support program recruitment and outreach to potential clients Refer to manuals, calendars, and the database to answer client and visitor questions Provide information to the public about the organization, its mission, and services Ensure that the reception area, conference rooms, and common areas are clean and organized Orient and train new staff and interns in office procedures and use of office equipment Schedule coverage for own lunch breaks and absences Redirect information, meeting, client, and contract-related requests to the appropriate staff member(s) Collect and make copies of client documents for case specialists Direct vendors and contractors in coordination with Office Manager Review and distribute incoming mail, packages, and faxes; handle all outgoing mail and packages Receive, maintain, and log in-kind goods and services as needed Supervise the maintenance of office equipment, including copier, fax machine, etc. Assess office supply levels and communicate needs to Office Manager Collect travel and expense reimbursement for all IINE-Lowell staff Assist with meetings and events; process party and lunch catering orders as requested Work with the Managing Director and Office Manager to ensure that all IINE-Lowell employees are alerted about weather-related closings Maintain and update phone systems; change voicemail for holidays and cancellations; communicate changes in phone numbers Support additional data-entry projects as requested Perform all other duties assigned by supervisor Qualifications: At least 2 years of related experience Bachelors Degree preferred Ability to multi-task in a fast-paced environment and process unexpected duties and deadlines Warm and friendly demeanor Demonstrated experience coordinating with vendors preferred Familiarity with Apricot and Salesforce preferred Highly proficient in Microsoft Word, Excel and Outlook Must be able to manage calendars and schedule events Knowledge of standard practices with respect to following an institutions policies and with an eye towards simplifying processes Strong writing skills Effective communicator; should be comfortable working as part of a team and expressing innovative or critical ideas Excellent organizational and problem-solving skills A strong sense of discretion and confidentiality Experience working with refugees and immigrants preferred Multilingual candidates encouraged to apply

Keywords: International Institute of New England, Lowell , Receptionist (IINE Lowell), Administration, Clerical , Lowell, Massachusetts

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