RECEPTIONIST ESSENTIAL FUNCTIONS

· Keep office hours of 8:00 A.M. to 5:00 P.M. 

· Operate the front desk in an orderly and professional manner

· Receive all incoming phone calls during business hours and routes appropriately.

· Must be able to direct callers and visitors in a polite and informative manner 

· Greet and assist visitors. Manage the flow of visitors and incoming/outgoing packages 

· Maintain conference room schedules; set up/clean up after meetings

· Receive and distribute all incoming correspondence (mail, faxes, etc.)

· Prepare outgoing correspondence complete with transmittals, labels, postage

· Create and maintain MS Outlook contacts

· Schedule team meetings, company holidays and other events in Outlook

· Maintain PTO calendar

OFFICE MANAGEMENT ESSENTIAL FUNCTIONS

The Office Manager performs a range of tasks to support the daily operations of the business, including but not limited to:

· Prepare fresh coffee as needed

· General housekeeping; breakroom counters, front desk, conference room

· Stock paper trays for printers and copiers, keep areas clean & organized

· Replenish office supply inventory; snacks/coffee/water

· Coordinate with property management to address building maintenance/issues

· Help coordinate equipment & supply needs for new employees

· Assist with onboarding of new employees

· Specifically assist Preconstruction Services with the following tasks:

o Pre-bid phone calls and bid day lunch coordination

o Assist with the assembly of prequalification packets 

· Specifically assist Financial Operations with the following tasks:

o Scan all invoices and credit card receipts to Sage Paperless or to pdf for accounting clerk to process

o Assist with filing of accounting documents

o Assist with mailing weekly vendor checks

· Generally, assist all departments with the following tasks, as requested:

o Create new project file folders, electronic and hard versions

o Prepare new hire binders and other binders/files as requested

o Distribute correspondence and other items

o Provide general administrative support for team members – printing file/binder labels, typing meeting notes and various correspondence. Assist with meeting material preparation, marketing material distribution, and general clerical assignments, including copying and scanning

KNOWLEDGE, SKILLS and ABILITIES

· Must be a team player and willing to perform additional tasks not listed above, when necessary

· Must be confident and comfortable dealing with clients in person and over the phone 

· Must be punctual and dependable 

· Must be highly proficient in MS Office; Adobe Acrobat and Microsoft Outlook

· Must be a quick learner with strong work ethic and able to multitask effectively

· Must possess exceptional communication, organization, and interpersonal skills

· Must possess an outgoing and friendly attitude with a willingness to help

· Must have a general knowledge of office equipment (fax/printer/copier/scanners, etc.) and be able to troubleshoot as necessary 

EDUCATION and EXPERIENCE

· Minimum two (2) years administrative experience

· Minimum High School graduate