A Receptionist greets and directs customers or visitors that come in to an office or business, and answers and directs incoming phone calls. Deals with mail or courier services. May schedule appointments or meeting rooms, gather patient information, or assist with filing or other administrative support work.
Job Overview We are seeking a dynamic and organized Receptionist / Administrative Assistant to join our team at Tec Centro Lebanon ! This energetic role is vital in creating a welcoming environment for visitors, students, and clients while ensuring smooth front-office operations. As the first point of contact for WEPA / Tec Centro Lebanon, the ideal candidate will possess excellent communication skills, technical proficiency, a proactive attitude, and a passion for customer service. This full-time position offers an exciting opportunity to support workforce development and community operations within a vibrant, fast-paced professional setting.
Position Details Position Title:
Receptionist /
Administrative Assistant Department:
Tec Centro Lebanon Reports To:
Executive Director FLSA Status:
Full-Time; Non-Exempt (37.5 hours/week)
Salary Range:
$19.00 - $21.00 per hour
Work Schedule:
Monday - Friday, 37.5 hours per week (scheduled between 8:00 AM and 5:00 PM). Occasional evening or weekend hours may be required based on program needs and events. Primary Functions & Scope The Receptionist / Administrative Assistant delivers front desk hospitality and essential administrative support. You will interact daily with staff, clients, students, delivery personnel, community partners, and visitors.
Position Dimensions Purchasing & Budgeting Authority:
None Supervisory Responsibilities:
None Direct Reports:
None Key Results Areas Front Desk Hospitality:
Warmly greet all visitors and clients, delivering outstanding customer service.
Student & Program Tracking:
Maintain active waiting lists and conduct prompt follow-ups with prospective and current students regarding enrollment and next steps.
Employment Drop-In Services:
Keep accurate, up-to-date tracking logs for drop-in employment services.
Calendar & Referral Management:
Direct clients to the appropriate staff members and coordinate schedules on team calendars.
Data Management:
Accurately enter client and student metrics into database systems and run routine reports. Accountabilities & Essential Duties Greet all visitors and clients promptly, ascertain the purpose of their visit, and direct them according to their needs. Answer, screen, and route incoming multi-line phone calls; schedule appointments; place courtesy reminder calls; and share details about available programs and services. Input visitor contact information and demographics accurately into database systems. Provide accurate information regarding workforce training programs, classes, community services, and upcoming events. Manage program waiting lists, proactively following up with prospective students and current participants. Handle operational correspondence, such as contacting students prior to orientation or notifying them of schedule adjustments/cancellations. Conduct monthly office supply audits and place orders as needed to maintain inventory. Maintain a professional, welcoming, and supportive demeanor at all times. Monitor and manage the organization's general email inbox and website inquiries. Operate standard office equipment (computers, multi-line phone systems, copiers, scanners). Support event planning, promotion, and administrative setup as required. Digitized physical files, maintain electronic filing systems, and assist with reporting. Receive, log, sort, and distribute incoming mail and parcel deliveries. Support community events or attend official meetings outside standard business hours when requested. Perform other duties as assigned by executive leadership.
Qualifications & Position SpecificationsEducation & Experience Education:
High School Diploma or GED required.
Experience:
1 to 2 years of related front office, administrative, customer service, or clerical experience.
Attendance:
Strong history of punctuality and dependable attendance.
Prior Roles:
Experience as a receptionist, medical/dental receptionist, or administrative assistant is advantageous.
Technical & Core Competencies Software:
High proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Teams, Outlook), Google Workspace (Docs, Sheets, Drive), and video conferencing tools.
Bilingual Capability:
Bilingual skills in English and Spanish are strongly preferred. Ability to translate documents, draft bilingual promotional materials, and communicate effectively with Spanish-speaking clients. Financial/Tools (Plus): Basic familiarity with QuickBooks or entry-level bookkeeping is a plus.
Organization & Communication:
Strong multitasking, time-management, and prioritization skills with high attention to detail. Excellent written and verbal communication.
Reasoning & Mathematical Abilities Problem Solving:
Ability to handle practical, job-related challenges and navigate situations with standard operational policies.
Basic Math:
Ability to compute basic rates, ratios, percentages, and interpret simple data graphs.
Physical Demands & Work Environment Physical Demands:
Requires frequent sitting, standing, walking, bending, reaching, and communicating via phone or in person. Must be able to lift a minimum of 25 lbs. Regular vision capabilities for computer and administrative tasks.
Work Environment:
Active non-profit / workforce training facility with moderate to active noise levels based on visitor volume.
Travel:
Occasional local travel may be required; must have access to reliable personal transportation.
Pay:
$19.00 - $21.00 per hour
Benefits:
Health insurance Paid time off Retirement plan Vision insurance
