Administrative Assistant

Job Description

Job Description

We are seeking a professional and organized Receptionist / Administrative Assistant to be the face and voice of our office. This role is essential in managing front-desk responsibilities, handling incoming communications, and supporting various administrative functions across departments. The ideal candidate is friendly, detail-oriented, and capable of multitasking in a dynamic office environment.

Key Responsibilities:

Front Desk Reception

• Serve as the first point of contact for all visitors, clients, and vendors.
• Answer, screen, and route incoming phone calls on main and service lines.
• • Handle inquiries regarding order status, invoice confirmations, tracking, technician scheduling, and new leads.
  • Create work orders, vendor tickets, and quotes as needed during calls.
• Manage incoming customer emails and e-faxes, forwarding them to the appropriate team members.
• Maintain a tidy and professional reception area.

Administrative Support

• Perform document management tasks including filing, printing, scanning, and organizing records for accounting and other departments.
• Assist with data entry for purchase orders (POs), invoices, and internal systems (QuickBooks, Miracle, ACT!, QuoteWerks).
• Update internal databases and employee phone lists regularly to ensure information accuracy.
• Assist in the creation and updating of training materials and process documentation.
• Help with administrative tasks like archiving, boxing documents for storage, and creating new folders.

Shipping & Receiving Support

• Create shipping labels and commercial invoices for domestic and international orders.
• Log and communicate tracking and shipping information to relevant staff.
• Monitor and track critical packages when requested.

General Office Support

• Update and maintain pricing lists for key accounts.
• Support spreadsheet and report updates as needed.
• Assist with vendor statement reviews and credit memo management.

Qualifications:

• Proven experience as a Receptionist, Office Assistant, or in a similar customer-facing administrative role.
• Professional phone etiquette and excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Proficient in Microsoft Office Suite and comfortable learning new software (QuickBooks, ACT!, QuoteWerks, Miracle).
• Attention to detail with a proactive and positive attitude.
• Experience in handling shipping documentation is a plus.

Desired Traits:

• Team player with a collaborative mindset.
• Ability to prioritize tasks in a fast-paced environment.
• Friendly demeanor with a focus on providing excellent customer service.
• Flexible and willing to assist in cross-functional administrative duties.