Receptionist Duties & Responsibilities
- Answer/return phone calls: This can involve taking messages or directing calls to appropriate personnel, and directly answering general questions from clients and others.
- Schedule clients: Collect information
- Receive visitors
- Inspect vehicles
- Issue drivers keys and paperwork
- COVID 19: Taking employees and visitors temperatures, sanitize/clean office
- Intake/count inventory
- Collect paperwork and keys
- Monitoring driver logs, keeping records, addressing problems, and dispatching appropriate team members.
Receptionist Skills & Competencies
- Professionalism: You’re the first person a client or visitor sees. You’re their first impression of us with your behavior and appearance.
- Communication skills: Your primary job is to greet people. Find out what they need, and help them to the best of your ability. Most of this communication will be verbal, either in person or by telephone.
- Interpersonal skills: You'll work closely with various people. If someone is having a bad day, you could bear the brunt of it and responding appropriately can be critical.
- Nerves of steel: If an emergency develops you might be the first person who must respond and decide what to do.
- Technology skills: You'll be using a telephone system that features multiple internal and external lines that you must keep operating smoothly.
- Organization: You’ll not only have to keep yourself organized but you’ll have to keep everyone else organized, too. You might be responsible for stocking and straightening.
- Multitasking capability: Taking phone calls and visitors without neglecting anyone. Not get overwhelmed or frustrated all while completing daily tasks.
Essential Functions:
- Setting up transportation requests from medical facilities and recording significant information pertaining to the trip.
- Sending trip information to drivers throughout the day.
- Monitoring driver’s status during their trips making sure there are no issues.
- Keeping in contact with clients/medical facilities informing them of possible delays to ensure customer satisfaction.
- You will be responsible for accepting phone calls for patients’ transportation needs and taking down notes regarding the trip.
- You will also be responsible for routing drivers to their destinations and providing trip notes.
- You will have to keep an eye out for traffic that can cause delays and inform drivers of road closures so they can reroute if needed.
- You will be assisting the drivers when there is a situation occurring at any time.
- You will be responsible for letting the clients/patients know if we are running behind and provide an ETA (Estimated Time of Arrival) of the driver’s arrival.
- Using GPS technology, you will be able to see where your drivers are at all times and follow up with them if they are being delayed.
- You will have to call patients with set transportation for the following day to confirm whether or not they will be going to their appointments and also to verify the transportation time.
- During downtime in the office, you will have to multi-task, helping out around the office, stocking, cleaning, etc.
- As part of this position, you are required to drive if help is needed out in the field.
- You will, at times, answer after hour calls.
Desired Skills:
- 2 years of experience in dispatching in a fast-paced environment
- 2 years of experience in customer service
- 1 year of experience in multi-telephone line system
Education
- Education: High school diploma or equivalent required
- Experience: Knowledge of computer programs and software can be helpful
Salary
- To be discussed during interview.
Job Type: Full-time
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
- Morning shift
- Weekends as needed
Application Question(s):
- Do you have experience with transportation scheduling?
- Do you have at least 2 Years customer service experience?
Education:
- High school or equivalent (Required)
Experience:
- Dispatching: 2 years (Required)
Work Location: In person