Receptionist / Administrative Assistant

Responsibilities Include:

• Stop by Post Office and pick up mail on the way into work each morning.
• Upon arrival at work, open, stamp the mail, and deliver to employees
• After reviewing “Checks to Look for List,” process all checks received in the mail that morning and any checks that were received after the previous day’s deposit. Process deposit to Bank Plus with Deposit Plus scanner. Copy accounting when completed.
• Maintain appropriate amount of postage in the postage machine and keep a supply of stamps.
• Initiate updates to the postage machine as required when postage amounts increase. Order and maintain supplies necessary for the operation of the postage machine.
• Pick up and process all outgoing mail and take it to the post office. Prepare outgoing packages for shipping via FedEx on-line.
• Maintain the inventory of all office supplies. This inventory will include basic office supplies, stationary, paper and toner for all machines.
• Work closely and maintain communication with the Office Manager as liaison between office locations and keep them fully updated concerning any office requests, improvements, painting, furniture needs, etc.
• Ensure the neatness of the reception area, conference room, break room, mail room, and supply closet.
• Maintain a neat and orderly work area so that fellow employees can pick up the workload when the Receptionist is out of the office.
• Handle equipment problems that arise such as paper jams in printers and assist IT with equipment replacement as necessary.
• Assist staff with tasks and any miscellaneous projects.
  • Assist with the processing of bonds, presentations, proposals, and policy binders.
  • Assist Producers with submission of Concur Expense Reports.
  • Assist with client lists for Construction Calendars and Christmas cards.
• Greet all visitors and assist them, whether it be signing for a package, taking a payment, or directing them to the person they need to see. Occasionally, the Receptionist will make and serve coffee for client meetings and may even order and pick up lunch if the situation warrants.
• Answer the phone and direct calls as necessary.
• Water plants weekly.
• Ensure office is decorated for the Christmas holidays.
• Must be able to stand for extended periods of time, climb stairs, and lift up to 15 pounds.
• Must be able to operate a computer and basic Microsoft programs such as Word and Excel, and Outlook email.
• The Receptionist is the first impression that many people have of our office and must always maintain a pleasant and professional image. This image should be a fairly conservative one – no extremes one way or the other. A pleasant smile and personality are requirements!
• Contribute to a positive, uplifting, respectful, and pleasant work environment and team spirit.