Receptionist/Office Assistant

Overview:

The position of Office Assistant/Receptionist is designed to provide general support for the Company. The position requires computer knowledge (QuickBooks, Word, Excel, and Outlook), high-level communication skills, and good organizational and time management skills. As this is the front desk position, it is imperative to generate a welcoming atmosphere of warmth, friendliness, and professionalism at all times, both in person and on the telephone. This position will also assist in backing-up the office manager in times of absence.

Duties and Responsibilities:

• Receptionist /Office Assistant

· Acts as the receptionist for the company. Greets office visitors and answers incoming phone calls in a professional and hospitable manner.

· Distribute incoming correspondence to appropriate recipients in a timely manner

· Assist in maintaining accurate and up-to-date Company database, Contact list in Outlook, and Vendor list in QuickBooks

· Tracks vendor contracts and insurance (Liability and Worker Comp. insurance)

· Provides general clerical support to the staff (correspondence, scheduling, labels, signs, etc.)

· Responsible for incoming and outgoing mail on a daily basis; open, date, and route to staff

· Assist in maintaining an accurate schedule on employee calendars

· Schedule and prepare staff meeting agendas

· Offers refreshments (drinks) to clients during meetings, clean conference room after meetings

· Keep conference rooms tidy prior/after meetings

· Responsible for overseeing the ordering and maintaining inventory of office supplies

· Maintain office recycling and general upkeep of office, including kitchen, stocking bathroom supplies, paper supplies care of plants, office maintenance (light bulbs, schedule window cleanings, schedule sprinklers on/off, etc)

· Run office errands when needed

· Promote and provide office PR

· Maintain archive system of company files, plans, job binders, etc

· Assist with photography of homes during & after construction

· Help to maintain and update social media and website with posts, photo’s, etc.

• Office Systems

· Filing System – Responsible for the consistent and accurate organization and labeling of all files (including, but not limited to, vendor/billing files, project files, general company files and job binders)

· File all paid invoices regularly

· Track vendor contracts, insurance (Liability and Worker Comp. insurance), and maintain accurate records and documentation

· Assist Office Manager with Gifts and Maintenance Manuals

• Data Entry and Billing

· Process all invoices to PO’s

· File PO’s into job binder

· During billing cycle, distribute PO’s for approvals in an accurate and timely manner and regather & organize for Accounts Payable

· Mail monthly checks to vendors and suppliers

• Projects/Other

· Assist with any special projects as assigned

· Assist and research information for any new office equipment and/or systems (copier, phones, internet, etc)

Qualifications

• Strong computer skills, preferred proficiency in Microsoft Office and QuickBooks but not required
• Excellent organizational and time management abilities
• Prior experience in clerical and administrative roles a bonus
• Exceptional customer service and communication skills
• Familiarity with multi-line phone systems and front desk operations
• Ability to manage calendars and perform data entry tasks

Job Type: Full-time

Pay: $16.00 - $18.00 per hour

Expected hours: 40 per week

Benefits:

• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $16 - $18