Receptionist/Office Manager

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 assists 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

Responsible for Office Management tasks including but not limited to:

o Prepare fresh coffee as needed

o General housekeeping; breakroom counters, front desk, conference room

o Stock paper trays for printers and copiers, keep areas clean & organized

o Replenish office supply inventory; snacks/coffee/water

o Coordinate with property management to address building maintenance/issues

ADMINISTRATIVE ASSISTANT ESSENTIAL FUNCTIONS

Specifically assist Preconstruction Services with the following tasks:

o Pre-bid phone calls and bid day lunch coordination

o Assist with the assembly of prequalification packets  

Specifically assist Financial Operations with the following tasks:

o Scan all invoices and credit card receipts to Sage Paperless or to pdf for accounting clerk to process

o Assist with filing of accounting documents

o Assist with mailing weekly vendor checks

Generally, assist all departments with the following tasks, as requested:

o Create new project file folders, electronic and hard versions

o Prepare new hire binders and other binders/files as requested

o Distribute correspondence and other items

o 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

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