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Minneapolis, Minnesota, United States of America
JOB #R1801117

Receptionist

Working at ICF

Working at ICF means applying a passion for meaningful work with intellectual rigor to help solve the leading issues of our day. Smart, compassionate, innovative, committed, ICF employees tackle unprecedented challenges to benefit people, businesses, and governments around the globe. We believe in collaboration, mutual respect, open communication, and opportunity for growth. If you’re seeking to make a difference in the world, visit www.icf.com/careers to find your next career. ICF—together for tomorrow.

Who we are:

ICF Olson is a collective of world-class agencies delivering across the spectrum of customer experience: creative expression (Olson), public engagement (Olson Engage), customer relationships/loyalty (Olson 1to1) and digital experiences (Olson Digital). Though experts in different areas, we are united in our common POV: Think like people. ® This means everything we do is made from empathy – the key to brand success in a world of ever-shrinking attention and ever-growing choice. Learn more at icfolson.com

Who we’re looking for:

The Receptionist is the first one to greet visitors, handle incoming calls and perform general administrative duties. This individual should strive to always present a friendly and professional appearance and manner. As part of the Agency Support Team, this role is also responsible for Administrative Assistant duties, as well as assisting the team with special projects and events, and overflow work as needed.

What you’ll get to do:

Reception

  • Manage the reception desk from 7:45 a.m. until 5:00 p.m. daily (Summer Hours: M-Th, 7:45 a.m. – 5:00 p.m.; F, 7:45 a.m. – 3:00 p.m.)
  • Maintains reception area and coffee bar; keeps reception area tidy, keeps coffee carafe filled throughout the day, keeps coffee bar area tidy and well stocked.
  • Coordinates coverage for the reception desk (breaks, time off, etc.) with the Agency Support Team.
  • Greets and welcomes all visitors promptly, and acts as host until appropriate agency contact is available - offering beverages, stowing coats, etc.
  • Answers all phone calls in a friendly and professional manner, and forwards all calls promptly and smoothly to the appropriate agency contact.
  • Receives and signs for all deliveries, verifying contents are as stated and contacting the appropriate agency contact.
  • Coordinates outgoing deliveries (FedEx, courier, etc.) on request.
  • Manages ordering of office supplies with direction from the Office Administrator.
  • Manage lending stock of technical resources.
  • Collaborate with other members within the Agency Support team as needed with coordination of client visits, agency events, special projects, etc.

Administrative Assistant

  • Manage travel and expenses for senior agency leader(s).
  • Consulting with corporate travel agents, coordinate travel arrangements including transportation and accommodations, based upon corporate guidelines and client requirements. Prepare tentative travel plans and suitable alternatives for approval by traveler.  Serve as general resource for traveler; research problems and resolve issues as necessary.
  • Track travel for expense purposes. Generate expense reports on a timely basis.
  • Respond to internal meeting availability inquiries via phone and email. As appropriate, and within scope of information and authority, provide information and assistance, and refer to others.
  • As applicable, assist with meeting preparations; including hospitality, setting up conference rooms and preparing presentation materials and handouts.
  • Develop an understanding of organizational operations, policies, procedures and regulations.
  • Partner with the Office Administrator to order and maintain stock of office supplies.
  • Assist Human Resources with the tracking of hourly employees’ approved timesheets.
  • Be an ambassador, change agent and active participant in cultural, corporate and agency events and activities, including meetings and projects. Provide updates, agendas and information, as applicable regarding meetings and activities.

What you’ll need to succeed:

  • Personable, professional and welcoming personality.
  • Excellent verbal and written communication skills.
  • Punctuality, self-direction, attention to detail, ability to prioritize, and strong organizational skills.
  • Ability to work as part of the team as well as independently to meet goals. 
  • Desire to work in a fast-paced environment.
  • Administrative, reception or advertising experience is a plus.
  • Proficiency in Microsoft Office suite (Outlook, Word, Excel).
  • Experience in Concur, Cost Point, Workday or Office 365 a plus.
  • A Bachelor’s degree or equivalent experience is preferred.

Work Environment

  • The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • The noise level in the work environment is low to moderate. It is a high-energy environment.

Physical Demands

  • The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • 80% sitting

  • 20% standing/moving

The statements contained in this job description reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility.  It should not be considered an all-inclusive listing of work requirements.  Individuals may perform other duties as assigned, including work in other functional areas to cover absences, to equalize peak work periods, or to otherwise balance organizational workload.

ICF Olson is an equal opportunity employer that values diversity at all levels. (EOE – Minorities/Females/ Protected Veterans Status/Disability Status/Sexual Orientation/Gender Identity)

Minneapolis, MN (MN03)

Who is ICF?

A consulting services company of over 5,000 experts across 67 countries, but not your typical consultants
LEARN MORE ABOUT ICF

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