The receptionist has a demanding job. They are responsible for managing the front of the office. They are also responsible for tending to general email, and telephone calls. There are 4 desks, each for one receptionist. There are 9 buildings, but thankfully, each building has a building manager which might do most of the work in that regard. If I need more people to handle telephone calls, then they will have to do remote work which is fine if they aren’t handling walk-ins.
From 7:30AM-8AM, Before the office opens, the receptionist is responsible for making sure everything is clean and ready for the day. There will be someone to come in at night to do things like vacuuming, and cleaning the lavatories. The receptionist will start the coffee maker, and process any things like loading printer paper. Each desk will have a sheet feed scanner with OCR software. This will allow the receptionist to scan the documents that need to be scanned.
During the normal business day, the door will unlock at 8AM, and the receptionist will do things such as answer calls, handle emails, and address any walk-ins. When scanning documents into the system, those documents will be filed for shredding. Next to the printer, there will be commercial grade shredder which will do confetti size pieces of paper to completely destroy the document. I would suspect that this building will support Pittsburgh Trash pickup. With that in mind, they might see a 30 gallon bag of shredded paper which will explain why it’s just not shown in the recycle can as any other recycle trash. If a walk-in needs an application, they will receive one that would be printed out for them. Keep in mind, there are no stacks of applications available for collecting, and each applicationation is printed on demand. The same will apply for job applications.
While I was considering a desk phone for the receptionist, I decided against that for logistic reasons. Instead, each receptionist will use a SIP? client on their phone for business SIP calls. This will allow the receptionist to use their earphones to answer calls, and have their hands free for writing or typing information. If the receptionist needs a smartphone, they can request a technology allowance. If they are in need of both a phone and notebook PC, then they will not be able to get a great either one.
From 4PM – 4:30PM, the receptionist will shred any documents that need to be shredded. The goal of FSP Realty will be to be a digital office. Since the entire world is not 100% digital, there will be some paper that would need to be dealt with. The receptionist will use one of 2 commercial grade shredders to get their papers dealt with. Only papers converted to digital will be allowed to be shredded. Each desk will have a desk scanner to scan files into .pdf files quickly and easily. The scanner will also support OCR (Optical Character Recognition). Once finished, the receptionist will be able to go home whether that is upstairs or by automobile.