Receptionist/Office Assistant

Overview
We are seeking a highly organized and professional Receptionist/Assistant to join our team. This role is essential in creating a welcoming environment for our clients and supporting the administrative functions of our office. The ideal candidate will possess strong communication skills, attention to detail, and the ability to multitask effectively in a fast-paced setting.

SPECIFIC RESPONSIBILITIES:

· Understands the principles of customer service and recognizes that “good” service often requires a “shocking level of response”

· Communicates and projects the Cook Bros. Homes “we care” attitude to all home buyers, prospects, employees, and trade contractors through all forms of communication (written, verbal, appearance)

· Is the first line of telephone communication for Cook Bros. Homes, which involves answering phones, distribution of calls and messages taken for those unable to respond to calls, and assisting callers with general questions and inquiries

· Manages office supply, break room supplies and janitorial supply ordering and procurement

· Opens and distributes incoming mail for Cook Bros. Homes and its sister companies, prepares outgoing mail, and makes occasional trips to the local post office

· Works with the Purchasing Department to onboard new Trade Contractors and Suppliers, including getting appropriate paperwork completed, recorded, and saved to vendor files

· Assists the Accounting & Purchasing departments in quarterly rebate programs and documentation

· Creates and maintains all Trade Contractor files, and ensures they are kept up to date, including correct/current insurance records, works with Certificial trade insurance compliance

· Is a backup for Accounts Payable and Accounts Receivable processing during times of intense accounting transactions

· Assist Controller with annual insurance audits

· Receives deliveries made to the front office and directs them to the appropriate location

· Acts as back up to receive deliveries to the warehouse, if both the Warehouse Manager and Design & Selections Coordinator are unavailable

· Assist with travel arrangements for staff members as well as visiting consultants

· Assist all departments with documentation of company policies and procedures

· Other projects as assigned

PREREQUISITES FOR SUCCESS:

· An ideal team player mindset, including: people skills, humility, positivity, and drive

· Effective communication skills with the ability to be a productive team member

· Strong organizational skills and attention to detail

· Ability to work on multiple projects in a given day or week

· Good judgement in decisions regarding process and problem solving

· Requires the ability to understand and execute clerical principles and techniques

· People skills to articulately and professionally handle communication with customers, employees and vendors.

· Organizational aptitude to manage the communication routing, processing and maintain related files.

· Computer aptitude and willingness to learn to process needed data and to communicate via letters, etc. Microsoft Word, Excel and Outlook experience is a requirement.

· A willingness and aptitude to handle difficult communications written and verbal with customers and vendors.

ACCOUNTABILITY MEASURES:

• Accuracy of communications
• Timeliness and accuracy of message and information distribution
• Accuracy and timeliness of assigned special projects against goals
• Accuracy and timeliness of required accounting functions

Job Type: Full-time

Pay: $15.00 - $18.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Ability to Commute:

• Louisville, TN 37777 (Required)

Ability to Relocate:

• Louisville, TN 37777: Relocate before starting work (Required)

Work Location: In person

Salary : $15 - $18