Receptionist/Administrative Assistant

JOB DESCRIPTION

JOB TITLE: Receptionist/Administrative Assistant

DEPARTMENT: Sales Support and Administration

REPORTS TO: Operations Manager

EFFECTIVE DATE: Immediate Opening

SUMMARY: The Receptionist/Administrative Assistant assists in day-to-day office activities, including filing, data entry for quotes and orders, answering phones, and customer service.

DUTIES AND RESPONSIBILITIES:

• Enters quote and sales order data in Excel or other sales software.
• Prepares invoices and other records and reviews for accuracy.
• Demonstrated ability to calculate figures and amounts such as discounts, interest, commissions, and percentages.
• Manages and maintains highly organized filing system; implements changes as required.
• Reviews documents, forms, and other materials; accurately sorts and codes following established filing system.
• Files documents, forms, and other materials.
• Composes, types, and distributes professional correspondence and memoranda, e-mails and faxes, using individual initiative and as assigned.
• Answers, screens, and directs calls on multi-line phone system in a courteous and professional manner; takes messages and/or forwards telephone calls to appropriate employee, voice mail, or pager.
• Performs general clerical duties including but not limited to filing, photocopying, faxing, typing, and mailing.
• Performs other related duties as assigned by management.

QUALIFICATIONS:

• High school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience.
• Strong written, verbal, and interpersonal communications skills including ability to listen attentively and to communicate information clearly and effectively.
• Demonstrated ability to work well with cross-functional groups.
• Have a positive attitude and keep a solution-based and customer-focused mindset at all times.
• Take pride in quality of work and attention to detail.
• Professional in-person and phone presence and etiquette.
• Demonstrated ability to calculate figures and amounts.
• Acute attention to detail.
• Strong organizational skills.
• Commitment to excellence and high standards.
• Ability to understand and follow written and verbal instructions.

COMPETENCIES:

• Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
• Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
• Motivation - Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.
• Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
• Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
• Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

• General office environment

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Type: Full-time

Pay: $21.00 - $27.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Customer service: 1 year (Required)
• Microsoft Excel: 1 year (Required)

Work Location: In person

Salary : $21 - $27