Administrator Receptionist Position Available In Palm Beach, Florida
Tallo's Job Summary: The Administrator Receptionist position at a Holiday Lighting Company involves greeting visitors, answering calls, managing calendars, and providing administrative support. The work schedule varies between February-September and September-February, with overtime during the busy season. Fluency in English is required, Spanish is a plus. Proficiency in Microsoft Office Suite and organizational skills are necessary. Training is provided, and no prior experience is required.
Job Description
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Work Schedule:
- February to
September:
Monday to Friday, 8:00 AM
- 4:00 PM
- September to February (Busy Season): Monday to Saturday, 7:00 AM
- 3:00 PM
- Overtime is required and will be compensated accordingly during the busy winter season
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Core Responsibilities:
- Greet and welcome visitors, clients, and vendors, ensuring a professional and friendly first impression
- Answer, screen, and route incoming calls using a multi-line phone system; take accurate messages and direct calls to appropriate staff
- Maintain a clean, organized, and welcoming reception area, including seasonal holiday decorations
- Receive, sort, and distribute mail, packages, and deliveries to the correct departments or personnel
- Schedule and confirm appointments, meetings, and service calls for staff and clients; manage company calendars
- Provide general administrative support, including data entry, filing, photocopying, scanning, and maintaining electronic and paper records
- Prepare and organize documents, reports, and presentations as requested by management or team members
- Monitor and order office supplies, ensuring inventory is maintained and supplies are restocked as needed
- Assist with basic bookkeeping tasks, such as processing invoices, handling petty cash, and maintaining expense records
- Assist with onboarding new employees, including preparing orientation materials and maintaining personnel files
- Respond to email inquiries and provide accurate information about company services and scheduling
- Perform ad-hoc tasks and special projects as assigned by management.
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Holiday Lighting Company-Specific Duties:
- Coordinate scheduling and communication between clients and installation teams, especially during peak holiday seasons
- Track and update installation and service requests in the company’s database; follow up with clients to confirm appointments and satisfaction
- Assist with inventory tracking for lighting products and supplies, alerting management when stock needs replenishment
- Communicate with field staff regarding daily schedules, changes, and urgent requests
- Help prepare promotional materials or client packets for holiday lighting services.
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Qualifications and Skills:
- Fluent English required; Spanish language skills are a plus.
Verbal and written communication skills.
Proficient in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace; willingness to learn custom company software.
Organizational skills, attention to detail, and ability to multitask in a fast-paced, seasonal environment.
Professional demeanor, punctuality, and strong time management abilities.
Ability and willingness to work extended hours and overtime during the busy season (September-February).No minimum education or prior experience is required for this position. Training will be provided on the job. We welcome motivated individuals who are eager to learn and grow with our team.
Must be at least 18 ye
