RECEPTIONIST ESSENTIAL FUNCTIONS
Keep office hours of 8:00 A.M. to 5:00 P.M.
Operate the front desk in an orderly and professional manner
Receive all incoming phone calls during business hours and routes appropriately.
Must be able to direct callers and visitors in a polite and informative manner
Greet and assist visitors. Manage the flow of visitors and incoming/outgoing packages
Maintain conference room schedules; set up/clean up after meetings
Receive and distribute all incoming correspondence (mail, faxes, etc.)
Prepare outgoing correspondence complete with transmittals, labels, postage
Create and maintain MS Outlook contacts
Schedule team meetings, company holidays and other events in Outlook
Maintain PTO calendar
OFFICE MANAGEMENT ESSENTIAL FUNCTIONS
The Office Manager performs a range of tasks to support the daily operations of the business, including but not limited to:
Prepare fresh coffee as needed
General housekeeping; breakroom counters, front desk, conference room
Stock paper trays for printers and copiers, keep areas clean &organized
Replenish office supply inventory; snacks/coffee/water
Coordinate with property management to address building maintenance/issues
Help coordinate equipment & supply needs for new employees
Assist with onboarding of new employees
Specifically assist Preconstruction Services with the following tasks:
Pre-bid phone calls and bid day lunch coordination
Assist with the assembly of prequalification packets
Specifically assist Financial Operations with the following tasks:
Scan all invoices and credit card receipts to Sage Paperless or to pdf for accounting clerk to process
Assist with filing of accounting documents
Assist with mailing weekly vendor checks
Generally, assist all departments with the following tasks, as requested:
Create new project file folders, electronic and hard versions
Prepare new hire binders and other binders/files as requested
Distribute correspondence and other items
Provide general administrative support for team members – printing file/binder labels, typing meeting notes and various correspondence. Assist with meeting material preparation, marketing material distribution, and general clerical assignments, including copying and scanning
KNOWLEDGE, SKILLS and ABILITIES
Must be a team player and willing to perform additional tasks not listed above, when necessary
Must be confident and comfortable dealing with clients in person and over the phone
Must be punctual and dependable
Must be highly proficient in MS Office; Adobe Acrobat and Microsoft Outlook
Must be a quick learner with strong work ethic and able to multitask effectively
Must possess exceptional communication, organization, and interpersonal skills
Must possess an outgoing and friendly attitude with a willingness to help
Must have a general knowledge of office equipment(fax/printer/copier/scanners, etc.) and be able to troubleshoot as necessary
EDUCATION and EXPERIENCE
Minimum two (2) years administrative experience
Minimum High School graduate
