What are the responsibilities and job description for the Office Manager/Front Desk Receptionist position at Pacific Stoneworks?
Overview
We are a small business within the construction industry that has been operating for over 30 years in the beautiful town of Ventura, CA. We are seeking a friendly, professional, and organized Office Manager/ Front Desk Receptionist to join our team. This role is pivotal in creating a welcoming environment for our clients and visitors while efficiently managing project administration and front desk operations. The ideal candidate will be familiar with QuickBooks Online, possess excellent organizational skills, strong communication abilities, and a proactive approach to office management.
Responsibilities
- Greet and assist visitors in a friendly and professional manner.
- Answer phones and direct messages to relevant parties.
- Manage the scheduling of appointments and meetings for the sales reps, ensuring efficient use of time.
- Handle incoming calls, emails, and correspondence, directing them to the appropriate personnel.
- Maintain an organized filing system for documents and records.
- Set up new projects using bespoke project management software
- Invoices to client using QuickBooks Online
- Ensure all contracts are signed and project documentation is up to date
- Submit change orders and manage Schedule of Values
- Create purchase orders and coordinate best timing for delivery of project materials
- Follow up on Accounts Receivable
- Manage administration of project deliverables
- Pay invoices to vendors
- Perform administrative tasks such as data entry, report generation, and inventory management.
- Assist with other office management tasks as needed to support overall business functions.
Skills
- Strong organizational skills with the ability to multitask effectively.
- A working knowledge of QuickBooks Online is preferred.
- Administrative experience within the construction industry is a plus.
- Excellent verbal and written communication skills for clear interaction with clients and staff.
- Experience in office management practices that enhance operational efficiency.
- Previous experience as a front desk clerk or in a similar administrative role.
- Ability to maintain confidentiality and handle sensitive information responsibly.
Join us as we strive to provide exceptional service while fostering a positive work environment!
Job Type: Full-time
Pay: $25.00 - $30.00 per hour
Expected hours: 32 – 40 per week
Schedule:
- 8 hour shift
- Monday to Friday
- No weekends
Experience:
- administrative: 1 year (Preferred)
- bookkeeping: 1 year (Preferred)
- customer service: 1 year (Preferred)
Ability to Commute:
- Ventura, CA 93001 (Preferred)
Work Location: In person
Salary : $25 - $30