Receptionist
Allied Fire Protection
RECEPTIONIST JOB DESCRIPTION Job Responsibilities include but are not limited to: Confidentiality and Professionalism
- Uphold the confidentiality of sensitive information handled at the front desk
- Consistently demonstrate professionalism and courtesy when interacting with visitors, colleagues, and management
- Support with HR event preparation and coordinating for employee engagement initiatives
- Greet and receive visitors with a courteous, friendly, and helpful attitude
- Maintain a well-organized and presentable front desk area, ensuring it is up and running by 8:00 AM daily
- Ensure timecards are completed and submitted by every Monday
- Report any discrepancies or issues with timecards to the HR department
- Place office supply orders every Wednesday to ensure stock is maintained
- Daily restocking of coffee, snacks, and supplies in the breakroom and conference room
- Send and receive mail and packages through USPS and FedEx as required
- Sort and deliver mail and packages upon arrival
- Open all checks and direct them to the appropriate department for processing
- Answer all incoming calls with a friendly, positive tone, providing empathy and reassurance to customers
- Use the centralized telephone console to manage incoming, outgoing, and interoffice calls
- Relay accurate information and ensure that calls are directed to the correct individuals
- Provide general administrative tasks in support of all departments and managers as needed
- HR tasks can include: scheduling of applicants, sourcing for recruitment, document and data entry
- Update seating charts regularly to reflect any changes
- Check and approve meetings via calendars several times a day
- Check for incoming faxes and distribute them accordingly
- Maintain records and ensure confidentiality in all administrative processes
- Event and Card Coordination for monthly birthday cards and yearly Christmas cards to all employees
- Supporting with Safety Council Training set up for current employees
- Run monthly billing reports and give to Managers as needed; also send full report at end of month to Managers and Partners
- Run active report for meetings
- Run active/inactive report once a week to make sure it is clean
- Run Unposted Freeform and AIA report 2x a month to make sure it is cleaned up
- Go 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 needed
- Run PO status report to see which pick tickets have not been received from field
- Run committed cost report to investigate and clean up old cost on jobs
- High school diploma is required
- Receptionist, switchboard or administrative assistant experience is required
- Excellent written and verbal communication skills
- Ability to follow verbal and written instructions
- Detail oriented with excellent organization skills
- Ability to effectively utilize computers and software including Microsoft Office Suite, Computer Ease and other software required by the Company
- Ability to use general office equipment, i.e. fax machine, copier
- Ability to speak clearly, articulately and in a pleasant tone
- Ability to maintain accurate and auditable records
- Ability to work in a fast-paced service/construction team environment
- Attention to detail with emphasis on accuracy and quality
- Ability to prioritize work to balance multiple projects and deadlines
- 100% Office Setting, including sitting, some bending, walking and viewing
Vacancy posted 1 day ago
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