Receptionist

Receptionist

The Receptionist reports directly to the Office Manager. The Receptionist provides clerical support to office and yard staff, as well as the facilities scrap purchasing and traffic functions. Provides phone and front window coverage to facilitate communication between staff and potential customers. Coordinates paperwork for inventory and billing purposes. The incumbent ensures compliance with company policies and established regulations. The receptionist must be able to adhere to strict deadlines and to understand and execute on detailed tasks.

This position operates within somewhat defined parameters. The primary goal of this position is to achieve excellence in all facets of the reception and administrative support. Providing the highest quality product safely, effectively and efficiently decreases accidents and errors and increase profits.

Essential Functions:

• Environmental and Health & Safety (H&S)
• Ensures safe work practices and equipment are used at all times and that documentation and current practices are in accordance with corporate safety policies, OSHA and other regulatory guidelines.
• Communicates and reinforces MRB's position on scrap acceptance in line with Environmental Heath and Safety regulations.
• Provides a safe environment for all employees, customers and visitors.
• Operational Performance & Best Management Practices
• Provides continuous front window and phone coverage for yard and office staff. Takes messages and communicates by radio or phone to enable personnel to respond to inquiries from customers and potential customers in a timely manner.
• Answers phones, cross trains key positions as may be required.
• Ensures visitor needs are handled expeditiously and they are treated courteously at all times.
• Processes other paperwork and special projects as needed for the Yard and scrap office. Files and types correspondence as needed.
• Inventory & Quality Control
• Processes inventory records, maintain files and logs, and prepares weekly and monthly customer reports.
• Internal Control Responsibilities
• Supports the Company's Internal Control process which includes understanding, communicating and complying with defined internal controls as well as suggesting and making modifications to the policies, procedures and controls to better relate to the business. Communicates upward problems in operations, noncompliance with the code of conduct, or other policy violations or illegal actions.
• Interpersonal Contacts
• Internal contacts by phone and face-to-face with all levels of personnel for exchanging information. External contacts by phone and face-to-face with vendors, customers and maritime agencies to facilitate purchases and operations.
• Job Conditions
• Average office environment subject to occasional dirt and noise due to industrial setting. Some overtime, including occasional weekend work, is required. Time deadlines create pressures to prioritize work. Frequent schedule changes require flexibility and composure.
• Physical Activities Required to Perform Essential Functions
• Ability to: sit for extended periods of time, up to 6-8 hours per day; write by hand and/or keyboard for extended periods of time, up to 6-8 hours per day; be mobile within an average office environment; bend at waist, twist upper body, stand, walk, and negotiate uneven surfaces; assemble papers, stable, and file; apply sufficient force to open and close file drawers; communicate both by phone and in person in a professional manner. Visual acuity needed for close detail work, preparing and analyzing data figures, and computer work.

Qualifications:

High school diploma or equivalent with one to two years general office experience. Previous customer service experience helpful.

Proficiency in all MS Office; typing and 10-key competency; accuracy and attention to detail; excellent professional, oral and written communication skills with all levels of personnel and customers. Ability to: prioritize multiple projects, work well in a time sensitive environment, follow instructions furnished in written, oral, or diagrammatic form, and deal with problems involving several specific variables in or from standard situations. Needs to be flexible.