Carat Boston Receptionist

Carat, the world’s largest integrated marketing and media services company, is looking for an Assistant Buyer to join our Carat Trade department. At Carat, we believe in transforming communications. The depth and breadth of Carat’s offerings and ability to encompass all consumer touch points, gives us a unique ability to activate all expressions of a client’s brand. Curiosity, Creativity, and Collaboration drive our people to deliver superior communications solutions in an innovative and empowering work environment. Carat is a full service, award winning agency that is part of one of the world’s fastest growing marketing communications groups, Aegis Media.


Overall Responsibilities:

The primary responsibility of the Receptionist is to manage incoming calls and greet visitors, clients, and vendors.  The Receptionist also ensures that the reception area is neat and professional in appearance and that customer requests/service issues are responded to in a timely, accurate, and professional manner.

Essential Functions:

●Effectively manage the front desk during business hours.  The phones must be answered within three rings.  The call must be routed accurately and in a friendly and professional manner.  Determine appropriate times for lunch and breaks and secure relief coverage as needed.

●Greet guests in a professional, courteous manner.  This involves dealing with the variety of visitors to the office and their unique needs (i.e. clients attending a meeting in a conference room, visitors with luggage, a guest needing to use the phone).  The Receptionist ensures that these individuals are connected with who they have come to see.

●Ensure that the reception desk and surrounding areas are clean, attractive, and uncluttered at all times.  Take care of opening and closing the reception area including turning off lights and shutting off televisions. 

●Work with HR and Operations to update the company phone list and to distribute it agency-wide to the employees.

●Maintain all postal supplies.  Manage overnight shipping requests and both incoming and outgoing deliveries. 

●Cover the telephone lines of the executive assistants in the office.

●Be aware of executives’ schedules (in the office, traveling, etc.) on a daily basis.

●Assist with executives’ expense reports as needed.

●Interact with the Receptionist in other offices on projects and other issues as needed.

●Handle the effective sorting and distributing of mail (varies by office).

●Manage the office supplies (varies by office).

●Handle the conference room scheduling including catering/food requests.  Order, set up and clean up food for client/internal meetings (varies by office).

●Provide administrative support to other departments.

Qualifications:

●Minimum of one year of work experience in a business setting; preferably in a professional services, consultancy or agency environment.

●Proven ability to handle multiple tasks in a fast-paced environment.

●Excellent phone etiquette and professional appearance and demeanor.

●Strong interpersonal, organizational and problem-solving skills.

●Attention to detail and excellent follow-up.

●Ability to work independently, with minimum supervisor and adaptable to new situations.

●Desire to excel and have an impact on the company’s growth.

●Working knowledge of Word, Excel, and PowerPoint.

●Associate or BA/BS degree preferred.