Search

Job

Bilingual Receptionist/Office Manager

Posted by
Heading Home Inc.
|
Dorchester, MA
New
|
Published 10 days ago

OVERVIEW 

The Bilingual Receptionist/Office Manager will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency and safety. The Bilingual Receptionist/Office Manager is responsible for streamlining administrative procedures, and inventory control and managing office services by ensuring office operations and procedures are organized, filing systems are designed and maintained, and supply requisitions are reviewed and approved.

The Bilingual Receptionist/Office Manager position requires an energetic professional who doesn’t mind wearing multiple hats, and who can adapt to shifting priorities adeptly with poise and confidence and is experienced in handling a wide range of administrative and executive support related tasks with the ability work independently. 

ESSENTIAL JOB FUNCTIONS

• Greets and provides general support to all scheduled visitors when they arrive at the Dot. Avenue administrative office.

• Answers agency phone calls call and transfers calls accurately to internal staff and/or refers callers to outside resources as appropriate.

• Responsible for office orientation of new hires assigned to the Dot. Avenue office (e.g., desk setup of new hires, training on use of their desk phone, and office equipment such as printers, fax machines and postal machines).

• Responsible for internal mail distribution (faxes, outside mail), reception, and scheduling meetings and appointments as requested.

• Monitors and maintains office supplies inventory in a way that ensures an adequate supply of items necessary for efficient office operations.

• Responsible for making sure all office and unit keys are stored safely and distributed only to those with authorized access.  

• In charge of creating and activating Photo ID/Access badges for all new hires. Responsible for replacing lost photo ID/access badges for employees and immediately disabling access to lost ID badges. 

• Coordinates with Wright Technology Group, to ensure adequate onsite supply of cell phones for Dot. Avenue staff.  

• Coordinates with Wright Technology Group to maintain inventory of all office equipment, including laptops and cell phones.

• Coordinates with Wright Technology Group to make sure cell phone lines are disabled and/or reassigned promptly when no longer in use.

• Assign Comcast “be anywhere” phone apps to employees who require that function 

• Maintain strict confidentiality of all agency data.

• Proactively escalates issues or complaints to Senior Director of Human Resources. 

• Other duties as assigned by the Senior Director of Human Resources or C-Suite executives. 

HUMAN RESOURCES ESSENTIAL JOB FUNCTIONS

• Assist Senior Director of Human Resources with onboarding and offboarding of new employees. 

• Partner directly with managers and Wright Technology Group to coordinate new hire start date and new hire orientation. 

• Partner with Wright Technology Group to set up new hires with email, cellphone, laptops, etc. 

• Responsible for new hire office orientation of Dot. Avenue office staff. 

• Ensure completion of I9 Form for all new hires assigned to Dot. Avenue office.

• Provide Senior Director of Human Resources with ad hoc reports.

• Assist individual Programs with scheduling candidate interviews, if requested, as needed. 

• Other HR administrative duties as requested by the Senior Director of Human Resources.


REQUIRED QUALIFICATIONS 

• BA/BS or equivalent strongly preferred and two years of human service experience, working with low income and diverse population

• Bilingual, English/Spanish


ESSENTIAL SKILLS

• Ability to communicate professionally, orally and in writing

• Proficiency in Microsoft Office software

• Ability to work independently and as a contributing member of a team.

• Proven office management, administrative or assistant experience

• Excellent time management, and organizational skills and ability to multi-task and prioritize work

• Ability to react quickly to shifting priorities and multiple tasks while maintaining professional composure

• Self-starter who takes initiative to learn quickly on the job and find areas of efficiency improvement 

• Ability to accurately complete paperwork

• Well organized, flexible and positive attitude while supporting an office of diverse employees and clients


ADDITIONAL ESSENTIAL FUNCTIONS

Sitting, standing, reaching above, stooping, bending, pushing, pulling, traversing, thinking, speaking, writing, concentrating, interaction with others, ability to lift and move packages up to 40 pounds.


WORK ENVIRONMENT

Open reception area within a large office building. While office is observing COVID19 safety protocols the office environment includes: Reduced staff in office in accordance with Massachusetts guidelines; Office is closed to the public. Facial coverings in common areas; sanitation stations, etc. Position requires a minimum of four days onsite during Phase 3 of Massachusetts Pandemic response, and will go back to fully on site at a later date to be determined. Office is climate controlled with heat and air conditioning.  


EEO STATEMENT

Heading Home, Inc. is an Equal Employment Opportunity (EEO) employer and welcomes all qualified applicants. Applicants will receive fair and impartial consideration without regard to race, sex, color, national origin, age, disability, veteran status, genetic data, gender identity, sexual orientation, religion or other legally protected status, or any other classification protected by federal, state, or local law.


OVERVIEW 

The Bilingual Receptionist/Office Manager will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency and safety. The Bilingual Receptionist/Office…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Start Date
    June 28, 2021
  • Application Deadline
    June 25, 2021
  • Education
    4-Year Degree Required
  • Professional Level
    Professional

Salary

$45,000 - $50,000

Benefits

Health and Dental Insurance

Vision Benefits

Flexible Spending Accounts

Generous Paid Time off

T pass Discount

Disability Benefits

Retirement Plan

Health and Dental Insurance

Vision Benefits

Flexible Spending Accounts

Generous Paid Time off

T pass Discount

Disability Benefits

Retirement Plan

Level of Language Proficiency

English and Spanish

English and Spanish

Location

On-site
1452 Dorchester Ave, Boston, MA 02122, USA
3rd Floor

Apply to This Job

All fields are required
Resume must be uploaded in PDF format
Drag file here or browse
No file chosen
Drag file here or browse
No file chosen
By using the Idealist Application system, you consent to sharing your resume and other personal data with potential employers in accordance with Idealist’s Privacy Policy and Terms of Service.

Join Idealist

Sign up today to save your favorite jobs and get email alerts when new ones are posted.