Posted 1 month ago

Reception Assistant

Company: The Morton Arboretum
Category: Customer Service


Type: Part Time

The Morton Arboretum seeks a Reception Assistant who will greet and welcome visitors entering the Administration and Research Center, providing direction and general information. Answer the main phone line, providing information to callers or redirecting them efficiently and accurately to other staff. Process all postal and mailing services including but not limited to USPS, UPS, FedEx, and other carriers as needed. As a front-facing employee, provide superior internal and external customer service. Essential Functions:

  • Serve as the greeter for guests, members, employees, and volunteers at the main entrance of the Administration Building.
  • Efficiently answer the incoming main phone line of The Morton Arboretum. Call volume can be constant or intermittent, depending on the season, current weather conditions, and daily event schedule. Provide accurate, concise information and transfer calls to appropriate departments or staff, as needed.
  • Maintain an active, accurate knowledge of Arboretum programs, events, and activities, and exhibit the ability and willingness to share information with visitors and callers.
  • Multi-task digitally by navigating easily and effectively between various information sources such as the Arboretum website, intranet, Google apps, email, Arboretum map, etc.
  • Support Visitor Services information sharing through regular report creation and call tracking. Assist in maintaining sharing systems like intranet and regular reports.
  • Reply to general email inquiries or forward, as needed, to other departments.
  • Process outgoing mail and packages, determining the best means of delivery, as well as accurately assigning postage to the appropriate department using an automated postage machine. Coordinate the pick-up and delivery of packages via USPS, UPS, FedEx and messenger services.
  • Monitor and maintain an adequate stock of mail supplies and general office supplies for the reception desk. Maintain supply of Arboretum publications and brochures in the Administration lobby.
  • Utilize e-commerce software to process admission and event registrations, as well as resending confirmations. Verbally instruct callers to online information or on how best to use our webstore. Cross train on ticketing software and point of sale system.
  • Create and post wayfinding signs for classes and events held in the Administration building.