Customer Service Representative

Customer Service Representative

Job Description

The primary purpose of this position is to serve as the initial point of contact for the organization, providing professional reception services while ensuring the integrity of company records through high-volume, accurate data entry. This role bridges the gap between public-facing hospitality and essential back-office administrative support.

Essential Functions
% of Time - Essential Duty Key Activities

40% - Front Desk Operations
Greeting visitors; managing a multi-line phone system; screening emails; managing incoming/outgoing mail and deliveries; maintaining a professional reception environment.

35% - Data Entry & Records
Inputting client/vendor information into credentials; auditing digital records for accuracy; scanning and indexing physical documents; updating accounts and adding notations.

15% - Administrative Support
Scheduling appointments and meeting rooms; reviewing ; assisting with the preparation of internal memos, invoices, and basic reports.

10% - Safety & Compliance
Maintaining visitor logs; ensuring adherence to office security protocols.

Knowledge, Skills, and Abilities (KSAs)
Technical Proficiency: Advanced skills in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace and experience with CRM or database management systems.
Communication: Ability to convey information clearly and professionally to diverse audiences, both verbally and in writing.
Attention to Detail: High level of accuracy in data entry with a low error rate under tight deadlines.
Interpersonal Skills: Ability to maintain a calm and welcoming demeanor in a high-traffic environment.

Minimum Qualifications
Education: High School Diploma or equivalent required (Associate’s degree preferred).
Experience: 1–2 years in a receptionist or data-heavy administrative role.

Required Skills
High School Diploma or Equivalent
2+ Years in a Receptionist or Admin Role

Preferred Skills
Microsoft Excel/Google Sheets Experience

Physical Requirements & Working Conditions
Physical Effort: Primarily sedentary; occasional lifting of office supply boxes (up to 20 lbs).
Visual Demands: Extensive use of computer monitors (80% of the workday).
Work Environment: Standard indoor office setting with moderate noise levels from foot traffic and telephone activity.

Notes:
Onsite

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.