Receptionist / Secretary

Position Overview

Ready Set Fun Entertainment is seeking a professional, organized, and customer-focused Receptionist / Secretary to serve as the first point of contact for clients and vendors. This role is responsible for handling inquiries, managing bookings, assisting with administrative tasks, and supporting daily office operations.

The ideal candidate is friendly, detail-oriented, dependable, and capable of multitasking in a fast-paced event rental environment.

Key Responsibilities

Customer Communication

• Answer incoming phone calls, emails, and website inquiries
• Provide information about rental products, pricing, availability, and policies
• Assist customers with booking reservations
• Respond promptly to customer questions and follow-ups
• Maintain professional and friendly communication at all times
• Direct calls or messages to appropriate team members when necessary

Booking & Administrative Support

• Enter and manage rental orders in booking software
• Confirm delivery times, addresses, and event details
• Send invoices, contracts, and payment reminders
• Collect and record payments
• Maintain organized client records and files
• Assist with daily scheduling and route coordination

Office Management

• Maintain organized office environment
• Order office supplies as needed
• Manage company documents and contracts
• Assist with payroll paperwork and employee documentation (if assigned)
• Track certificates of insurance and event permits when required

Marketing & Social Media Support (Optional / If Assigned)

• Respond to social media inquiries
• Post updates, promotions, and event photos
• Assist with customer review follow-ups
• Help maintain online presence

Operational Support

• Communicate important customer updates to delivery and event staff
• Monitor weather forecasts and notify management of potential event concerns
• Assist with filing incident reports or damage documentation
• Support management with administrative projects

Qualifications

• Strong verbal and written communication skills
• Excellent organizational and multitasking abilities
• Basic computer proficiency (email, spreadsheets, booking software)
• Professional phone etiquette
• Strong attention to detail
• Customer service experience preferred
• Ability to work weekends during peak season (if required)

Preferred Skills

• Experience in event rental, hospitality, or office administration
• Familiarity with booking software (such as Booqable or similar platforms)
• Basic accounting or bookkeeping knowledge
• Social media management experience

Ideal Candidate

• Friendly and welcoming personality
• Dependable and punctual
• Detail-oriented and organized
• Able to handle busy days calmly and efficiently
• Professional appearance and demeanor