.Summary of PositionThe Receptionist is primarily responsible to greet and assist CIEE participants and visitors at the CIEE Center, as well as contributing attentively to a welcoming and positive environment. The position acts as the initial contact for students who need access to resources related to CIEE and/or Madrid, while also providing some specific administrative assistance related to their health, safety, and security. In addition, duties include providing support to the Administrative Department with general office tasks, classroom logistics, social media, IT support and site maintenance.Duties and ResponsibilitiesWelcome CIEE participants and visitors by greeting them, in person or on the telephone; answering or referring inquiries to the appropriate CIEE staff member.Act as an initial point of contact and resource for general health, safety, and security of CIEE participants.Help CIEE participants to make medical appointments, start the insurance process, retrieve lost items, give street directions, contact US Embassy citizen services, etc.Establish a direct contact for the student with the appropriate CIEE staff member for specific incident reporting, housing inquiries, academics, etc.Help to collect and organize photos and videos for the CIEE Madrid social media network (Facebook, Instagram, etc.).Assist with food catering services following protocols that can include every participant respecting their dietary needs. Clean up at Center events and activities.Contribute to keeping an optimal appearance of the shared communal areas and classrooms.Make sure the office's recycling bins are empty and take out this before closing the office space, every evening.Complete basic administrative tasks (for instance, creating name lists, nametags, photocopying, etc.) in support of the student orientation, activities, and excursions.Support the Administrative Department in various tasks such as updating internal records and databases, preparing expense and invoice reports, digitalize documentation, coordinate the Faculty time tracking process.Will follow the process of managing and tracking work time records, among other administrative matters.Supervise storage, borrowing, and return of remote controls (classrooms, student Lounge).Assist with the sign-up sheets for cultural activities and events of CIEE Madrid programs.Distribute all mail received and sign for necessary correspondence and deliveries; notify students of any special deliveries or packages.Maintain classroom calendar and reservations for classrooms, student lounge and meeting rooms.Enforce security protocols. Be familiar with fire safety escape routes.Maintain telecommunication system by following manufacturer's instructions for office telephone network.Keep IT devices updated (PCs and laptops), including the center inventory, and support staff when having hardware issues
