Receptionist & IT Support Specialist Job Description
The Receptionist & IT Support Specialist will provide support to the IT Manager while also performing general office and administrative duties. As a Receptionist & IT Support Specialist, your role is pivotal in ensuring seamless operations at our organization by fulfilling two critical functions: front desk reception duties (including general office administrative duties) and basic IT support. This unique combination demands a versatile skill set encompassing administrative prowess, exceptional customer service, good communication skills, and fundamental technical proficiency.
To ensure smooth IT operations, the individual will deliver technical support to Omega Construction employees and support the IT Manager in various projects and initiatives as required. Additionally, as the Receptionist & IT Support Specialist, responsibilities encompass general office administrative support, including managing phone calls, greeting visitors, handling mail, and addressing other duties as they arise.
REPORTS TO: IT MANAGER AND DIRECTOR OF HR & CONTINUOUS IMPROVEMENT
ESSENTIAL JOB DUTIES AND RESPONSIBILITIES:
Front Desk Reception:
- Greet and welcome visitors, clients, and staff with professionalism and courtesy.
- Manage incoming calls on a multi-line phone system, redirecting calls as necessary and taking messages accurately.
- Maintain tidy and organized reception area, conference rooms, and common areas, ensuring it reflects a professional image of the organization.
- Schedule appointments and manage conference room bookings.
- Maintain and update keybox and contents.
Administrative Support:
- Assist with general office administrative tasks such as filing, scanning, copying, and data entry.
- Manage incoming and outgoing mail and packages.
- Coordinate office and other supplies including ordering supplies and maintaining inventory levels.
- Support other departments with administrative tasks as needed.
IT Support:
- Assist IT Manager with daily operations of the IT department.
- Provide Tier 1 technical support for hardware, software, and network issues and escalate to the IT Manager and/or external partners as needed.
- Manage IT inventory, including procurement, deployment, and maintenance of equipment.
- Support the IT Manager with development and implementation of IT department initiatives.
- Produce and maintain training materials and other documentation at the direction of the IT Manager, other members of Omega Construction’s management team, or external IT partners.
- Communicate with external IT partners and relay information to the IT Manager or other members of Omega Construction’s management team as needed.
Customer Service:
- Ensure excellent customer service by addressing inquiries and requests promptly and professionally.
- Handle IT-related inquiries and issues with patience and efficiency, ensuring minimal disruption to work processes.
- Maintain a helpful and approachable demeanor to provide a positive experience for all visitors and staff.
Security and Compliance:
- Maintain confidentiality and security of sensitive information and data.
- Adhere to company policies and procedures related to IT security and data protection.
- Assist in maintaining compliance with regulatory requirements related to IT operations and data privacy.
Skills and Qualifications:
- Proven experience as a receptionist or in a similar administrative role.
- Basic understanding of IT principles and technical support experience is preferred.
- Familiarity with operating systems (Windows, macOS) and office software (Microsoft Office Suite).
- Strong communication skills, both verbal and written.
- Excellent customer service and interpersonal skills.
- Ability to prioritize tasks and manage time effectively in a fast-paced environment.
Associates (2-year degree) or equivalent; additional certification in Office Administration or IT-related fields is a plus.
Attributes:
- Adaptability and willingness to learn new skills and technologies.
- Problem-solving skills with a logical approach to troubleshooting.
- Attention to detail and accuracy in work.
- Professionalism and ability to maintain composure under pressure.
- Team player with the ability to collaborate effectively with colleagues and external partners.
- Self-starter willing to take on responsibility.
Working Conditions:
- Full-time position, typically Monday to Friday during regular business hours.
- Occasional overtime may be required to handle urgent IT issues or support special projects.
- Office environment with regular interaction with clients, visitors, and staff members.
NOTE:This job description is designed to outline the primary duties and qualifications required for this position. It is not intended to be an exhaustive list of all responsibilities, duties, or skills required. Management reserves the right to modify, add, or remove duties as necessary.
