Office Receptionist

Job Description

Job Description

OFFICE RECEPTIONIST

Job Description

Position: Office Receptionist
Department: Administration / Office
Reports To: Office Manager /Inventory and Scheduling Specialist
Employment Type: Full-Time

Position Summary

The Office Receptionist is the first point of contact for customers, vendors, employees, and visitors. This position is responsible for providing professional and courteous customer service while supporting the daily administrative operations of the office.

The ideal candidate is organized, dependable, friendly, professional, and able to handle multiple tasks in a busy office environment. Experience in the construction, electrical, HVAC, generator, or service industry is helpful but not required.

Essential Duties and Responsibilities

Customer Service

• Answer and direct incoming telephone calls in a professional manner.
• Greet customers, vendors, and visitors.
• Respond to customer questions and direct calls to the appropriate employee.
• Take accurate messages and ensure timely follow-up.
• Provide excellent customer service by phone, email, and in person.
• Handle customer complaints or concerns professionally and refer them to management when necessary.

Office Administration

• Maintain a clean, organized, and professional reception area.
• Receive, sort, and distribute incoming mail and deliveries.
• Help Maintain office records and files.
• Enter customer and company information into computer systems.
• Assist with copying, scanning, filing, and other general office duties.

Generator Company Support

• Assist with scheduling service calls and appointments when requested.
• Take customer information and accurately document service requests.
• Assist with creating and updating work orders.
• Communicate customer information to service technicians, dispatchers, estimators, and management.
• Help coordinate customer communications regarding appointments and service calls.
• Maintain accurate customer contact information.

Other Responsibilities

• Protect confidential customer and company information.
• Follow company policies and procedures.
• Maintain a professional appearance and attitude.
• Work cooperatively with all employees and departments.
• Perform other duties as assigned by management.

Required Qualifications

• High school diploma or equivalent preferred.
• One Year Previous office, receptionist, customer service, or administrative experience preferred.
• Strong verbal and written communication skills.
• Professional and courteous telephone manner.
• Basic computer skills, including email and Microsoft Office.
• Strong organizational and time-management skills.
• Ability to prioritize multiple tasks.
• Accurate data entry and attention to detail.
• Ability to work independently and as part of a team.
• Dependable attendance and punctuality.

Preferred Qualifications

• Experience with scheduling or dispatching.
• Experience with customer management or work-order software.
• Familiarity with invoices, purchase orders, service calls, or work orders.

Physical Requirements

• Ability to sit or stand for extended periods.
• Ability to use a computer, telephone, copier, scanner, and other office equipment.
• Ability to occasionally lift or move office supplies and packages.
• Ability to maintain a professional and productive work environment.

Performance Expectations

The Office Receptionist is expected to:

• Provide exceptional customer service.
• Answer telephone calls promptly and professionally.
• Maintain accurate records and customer information.
• Communicate effectively with customers and employees.
• Maintain confidentiality.
• Demonstrate reliability, professionalism, and a positive attitude.
• Complete assigned tasks accurately and on time.
• Represent the company in a professional manner at all times.