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 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 :

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