Receptionist

Job Description

Job Description

Key ResponsibilitiesCustomer Service & Communication

• Answer, screen, and direct incoming phone calls while taking accurate messages.
• Welcome and assist visitors, customers, and vendors with professionalism and excellent customer service.
• Schedule, confirm, and coordinate appointments.
• Conduct warm follow-up calls to support customer service and appointment scheduling when needed.

Administrative Support

• Provide administrative and clerical support to various departments.
• Maintain organized filing systems and records, both physical and electronic.
• Scan, organize, and distribute documents as needed.
• Assist with additional administrative projects and duties as assigned.

Reporting & Data Management

• Run operational reports and update shipment statuses.
• Generate and maintain various company reports.
• Prepare customer inventory reports using company software and Microsoft Excel.
• Enter and maintain accurate data within company systems.

Invoicing & Order Processing

• Process invoicing activities, including:
  • Printing packing lists
  • Scanning supporting documentation
  • Creating customer invoices
  • Converting documents to PDF format and distributing via email
• Learn and assist with:
  • Order entry and order confirmations
  • Accounts payable invoice entry
  • Accounts receivable processes
  • Shipment booking procedures

Purchasing & Logistics Support

• Place purchase orders with international suppliers.
• Enter and transfer incoming shipment and container information into the company system.
• Assist with shipment tracking and logistics-related documentation.
• Provide occasional support with light warehouse projects when necessary.

QualificationsRequired

• High School Diploma or GED.
• Strong organizational, time management, and multitasking skills.
• Excellent verbal and written communication skills.
• Strong customer service orientation.
• Proficiency in Microsoft Office Suite, including Excel, Word, and Outlook.
• Strong computer, data entry, and administrative skills.
• Ability to work independently and manage multiple priorities.

Preferred

• 2+ years of office, administrative, receptionist, or customer service experience.
• Working knowledge of invoicing, purchasing, shipping, inventory reporting, or general accounting functions.
• Intermediate Excel skills, including:
  • Sorting and organizing data
  • Basic formulas
  • SUM functions
  • Copy/paste and data management functions
• Willingness to learn new systems and support multiple areas of the business.

Compensation & Benefits

Starting Pay: $22.00 per hour

Benefits

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Prescription Drug Coverage
• Life Insurance
• Short-Term Disability Insurance
• Illinois Paid Leave
• 401(k) Retirement Plan
• Referral Bonus Program
• Flexible Schedule
• Opportunity for advancement and professional growth

About the Company

We are committed to providing exceptional customer service while maintaining efficient business operations. We offer a supportive work environment where employees are encouraged to learn new skills, contribute across departments, and grow with the organization as business needs evolve.