Receptionist

ReceptionistJob Responsibilities include but are not limited to:Confidentiality and ProfessionalismUphold the confidentiality of sensitive information handled at the front deskConsistently demonstrate professionalism and courtesy when interacting with visitors, colleagues, and managementSupport with HR event preparation and coordinating for employee engagement initiativesCustomer and Visitor RelationsGreet and receive visitors with a courteous, friendly, and helpful attitudeMaintain a well-organized and presentable front desk area, ensuring it is up and running by 8:00 AM dailyTimekeeping and ReportingEnsure timecards are completed and submitted by every MondayReport any discrepancies or issues with timecards to the HR departmentOffice Supply ManagementPlace office supply orders every Wednesday to ensure stock is maintainedDaily restocking of coffee, snacks, and supplies in the breakroom and conference roomMail and Package HandlingSend and receive mail and packages through USPS and FedEx as requiredSort and deliver mail and packages upon arrivalOpen all checks and direct them to the appropriate department for processingPhone System ManagementAnswer all incoming calls with a friendly, positive tone, providing empathy and reassurance to customersUse the centralized telephone console to manage incoming, outgoing, and interoffice callsRelay accurate information and ensure that calls are directed to the correct individualsHR Administrative SupportProvide general administrative tasks in support of all departments and managers as neededHR tasks can include: scheduling of applicants, sourcing for recruitment, document and data entryUpdate seating charts regularly to reflect any changesCheck and approve meetings via calendars several times a dayCheck for incoming faxes and distribute them accordinglyMaintain records and ensure confidentiality in all administrative processesEvent and Card Coordination for monthly birthday cards and yearly Christmas cards to all employeesSupporting with Safety Council Training set up for current employeesReports:Run monthly billing reports and give to Managers as needed; also send full report at end of month to Managers and PartnersRun active report for meetingsRun active/inactive report once a week to make sure it is cleanRun Unposted Freeform and AIA report 2x a month to make sure it is cleaned upGo over liens / notices report with managers and make sure owner info is in CE for liens and notices to be sent.Run job cost detail report for managers, if neededRun PO status report to see which pick tickets have not been received from fieldRun committed cost report to investigate and clean up old cost on jobsKnowledge:High school diploma is requiredWork Experience:Receptionist, switchboard or administrative assistant experience is requiredSkills and Competencies:Excellent written and verbal communication skillsAbility to follow verbal and written instructionsDetail oriented with excellent organization skillsAbility to effectively utilize computers and software including Microsoft Office Suite, Computer Ease and other software required by the CompanyAbility to use general office equipment, i.e. fax machine, copierAbility to speak clearly, articulately and in a pleasant toneAbility to maintain accurate and auditable recordsAbility to work in a fast-paced service/construction team environmentAttention to detail with emphasis on accuracy and qualityAbility to prioritize work to balance multiple projects and deadlinesPhysical Requirements100% Office Setting, including sitting, some bending, walking and viewing