Job Description
The essential expectations for satisfactory job performance for this position are:
- To provide excellent customer service at all times to our clients, listeners, guests & staff.
- To assure that the necessary portions of that day’s work are completed timely.
The Cluster Receptionist/Administrative Assistant acts in an administrative role coordinating the day-to-day operations of the station front desk, including, but not limited to, the following activities:
- Answer & direct incoming calls with promptness and courtesy. Identify company and yourself. Check availability of colleagues prior to asking a caller if they would like voicemail.
- Act as initial point of contact for visitors to the Company by greeting, welcoming, and directing them promptly and appropriately.
- Oversee all incoming and outgoing communications; date stamp & distribute incoming mail.
- Maintain and create clear, comprehensive “how-to” records and files covering all front desk procedures.
- Complete and circulate Comment/Complaint Reports for any relevant mention of Company, stations, employees or advertisers to all interested Department Heads.
- Receive and secure accounts receivable payments; make bank deposits, as directed.
- Contact and assist contest winners with prize redemption; accurately record prize redemptions; maintain winner spreadsheet and contest archives.
- Take photos of prize winners and forward to station Program Directors.
- Oversee employee in/out status board.
- Check & distribute incoming faxes several times a day.
- Update & email on first of every month the copy machine spread count & postal distribution.
- Interact and communicate with vendors and Company staff as required to maintain effective operation of office tools and equipment.
- Order supplies and postage for cluster following all company purchasing procedures.
- Sales contract & production order administration and filing, if/as requested.
- Trade contract administration and filing, if/as requested; maintain and transmit monthly reports to Santa Rosa HQ.
- Recycle, reduce and remove paper and shipping materials at least weekly.
- Monitoring and reporting re the Spotify and Facebook dashboards for Results Digital.
- Maintenance of weekly impressions spreadsheet for Results Digital.
- Any additional duties reasonably assigned by Employee’s immediate supervisor and/or the Company’s President.
Required Job Skills/ Qualifications
Must pay great attention to detail.
Must be reliable: be on time, meet commitments, do what you say you’ll do.
Must maintain a neat and groomed appearance.
Must be proficient with computer software including: Word, Excel, Outlook, and PowerPoint.
Must become proficient with Specialty Data Systems traffic and billing software
Must have valid Driver’s License and be insurable by Company.
Experience with Photoshop or other graphics-creating software is desired.
Ability to assist in creating written proposals is desired.