What are the responsibilities and job description for the Administrative Assistant/Receptionist position at Visu-Sewer LLC?
RESPONSIBILITIES: Position is clerical in nature and encompasses a variety of general office procedures. Completion of all assignments in a confidential, accurate and timely manner is required.
DUTIES:
Telephone
A. Answer calls in a confidential, courteous, and professional manner within one to two rings, and direct telephone calls to the appropriate person(s) or to voicemail when recipient is unavailable. Responsibility for telephone activity is primary responsibility; other staff members will share duty to answer calls in the absence or inability of Receptionist.
B. Maintain internal telephone listings and distribute to each extension.
C. Trouble shoot and resolve problems with telephone equipment
Copier & Fax
A. Order supplies (paper and toner).
B. Call for scheduled maintenance & repairs as required.
Visitors
A. Greet and direct visitors to the appropriate individual(s).
B. Process in-person applicants. Application process includes securing proof of driver’s license, facilitating completion of application and administering & scoring aptitude tests.
Bids and proposals
A. Read bid tabulations to alert the marketing/production staff of job lettings.
B. Request and receive specifications, plans and invitations to bid on sewer maintenance and rehabilitation projects.
C. Distribute bid and proposal information received to the appropriate contract bidder.
D. Type bid and proposal documentation and assist in preparation of bids and proposals as requested.
Inspection Reports
A. Type inspection reports.
B. Assemble reports into books and process photos.
C. Send reports to customers as directed.
Mail and Shipments
A. Process and arrange for receipt and delivery of mail, UPS, Federal Express and other types of shipments.
B. Maintain postage machine and meter to ensure proper working order.
C. Maintain established dollar balance on the postage meter.
D. Open and distribute mail and packages.
E. Order and maintain supply of shipping documents and related materials.
Perform additional assignments and projects as required by the business operations of the company.
Basic Qualifications
- Must be legally authorized to work in the United States without company sponsorship
- Must have at least a HS diploma or equivalent
- Proficiency in Microsoft Office Applications (primarily Excel)
- Must have a minimum of 2 years' experience in an office environment
- Ability to work with employees at all levels of the organization
Preferred Qualifications
- Associate's degree in accounting, business, or equivalent
