Receptionist

Responsibilities

• Answering the main Huntsville phone and directing phone calls
• Greeting guests and offering beverages
• Accepting packages and distributing appropriately. This may include driving packages to various jobsites in North Alabama when necessary
• Checking and opening office mail, distributing appropriately, scanning invoices and sending to AP
• Coordinate building access between building owner and employees and tracking employee key cards
• Scheduling door opening (unlocking) and closing (locking) each morning and evening
• Keep common areas of office tidy / neat
• Tidy conference rooms before and after each meeting
• Chairs returned to proper location
• Trash Removed
• Table Clean
• Waters ready
• Manage conference room calendars, anticipate needs for meetings, and pro-actively coordinate with meeting facilitator on meeting needs
• Order meals- coordinate pick-up / delivery, and set-up for meetings
• Arrange travel – booking rental cars and coordinating drop off / pick-up at rental car facility, booking flights and hotel rooms for both employees and visiting employees
• Assist with IT needs including set up of AV for meetings, assisting new employees and co-ops / interns with new equipment and set-up
• Order and coordinate installation of new IT equipment for existing and new employees
• Establish relationship with cleaning company. Coordinate their visits and assure they have proper supplies, and that the checks are distributed from accounting as needed.  Coordinate hiring process for new cleaning services as needed
• Manage rent payments to landlord each month
• On-boarding new employees
• Order, maintain, and organize office supplies
• Order, maintain, and organize office coffee, tea, waters, and snacks
• Maintaining office plants including watering, trimming, and replacing
• Manage copier repair / maintenance
• Assist in event planning for office socials, client activities, community events, and holiday parties
• Maintain list of active projects and associated job numbers
• Establish relationship with building owner and coordinate office needs / report and resolve issues
• Day to day administrative support for project management team(s), including sorting mail, creating and sending correspondence, coordinating catering and conference space, meeting invites, ordering business cards, etc.
• Prepare expense reports and book travel using Concur Travel and Expense for project team(s)
• Assist with obtaining building permits through local municipalities (Huntsville, Athens, etc.)
• Maintain all electronic project files
• Act as a liaison between the Huntsville office and other corporate departments (JSA’s, accounting, document coordinators, etc.) and offices
• Review and code overhead, material and miscellaneous invoices for both the office and projects
• Research status of office / overhead invoices in JD Edwards (E1)
• Verify that all electronic project files are complete and ready for storage
• Enter employee time in JD Edwards system
• Track Subcontractor Business licenses with City of Huntsville and other municipalities as needed
• Coordination / installation of seasonal décor at office and community events. Ensuring proper storage when not in use

Education - Skills - Knowledge - Qualifications & Experience

Positive attitude