Front Desk Coordinator

Job Description

Job Description

POSITION SUMMARY

As the Front Desk Coordinator for TraVek Remodeling and Roofing, you will be the first point of contact for clients, visitors, and vendors, providing exceptional customer service and administrative support. Your role will involve managing all incoming calls, greeting guests, scheduling appointments, assisting with data entry, and supporting clerical needs across multiple departments to ensure smooth daily operations and client satisfaction.

This role is critical to maintaining communication flow, operational organization, and interdepartmental efficiency.

Effective skills, traits and behaviors required for Receptionist position :

• Communication Skills – Proficient verbal and written communication skills; able to express ideas clearly and listen actively.
• Team Player Mentality – Understands the value of teamwork and actively contributes to the success of multiple departments.
• Adaptability – Flexible and able to adjust priorities as business needs change.
• Emotional Intelligence – Maintains professionalism, empathy, and composure while managing a variety of personalities and situations.
• Accountability – Takes ownership of responsibilities and follows tasks through to completion.
• Leadership by Example – Models professionalism, organization, and responsiveness.
• Continuous Learning – Open to feedback and committed to ongoing development.
• Attention to Detail – Ensures accuracy in data entry, documentation, and administrative records.

COMPETENCIES

• Reception and Customer Service:
• • Welcome visitors and clients with a friendly and professional demeanor.
  • Answer incoming calls within 3 rings, placing calls on hold to answer multiple lines  and direct inquiries appropriately.
  • Provide accurate information, resolve basic client questions, probe for details on incoming leads and service calls.
  • Maintain a positive and professional front desk presence at all times.
• Appointment Scheduling and Coordination
• • Schedule appointments, consultations, and service calls using CRM and calendar systems.
  • Coordinate meeting rooms and internal scheduling needs.
  • Send appointment reminders via phone, email, or text to minimize missed appointments.
  • Assist with rescheduling and calendar adjustments as needed.
• Warranty administration and Permit Applications
• • Utilize CRM to track, initiate, and process digital warranties accurately and timely.
  • Maintain organized documentation of warranty submissions and confirmations.
  • Maintain organized applications for all city permits needed for production team
• Administrative & Data Entry Support
• • Perform general administrative tasks including data entry, filing, scanning, and document organization.
  • Assist with updating CRM records, contact details, lead notes, and internal tracking systems.
  • Enter and reconcile information provided by Sales, Production, Accounting, and Marketing teams.
  • Assist with uploading job documents and maintaining digital job folders.
  • Support report preparation by compiling basic data and documentation as requested.
  • Maintain organized electronic and physical filing systems.
  • Manage and obtain new seminar clients/realtors by the 3rd Tuesday of each month 
• Cross-Department Clerical Assistance
• • Provide administrative support to Sales, Production, Accounting, Marketing, Purchasing, and HR as needed.
  • Assist with document preparation, scanning, printing, and packet assembly.
  • Support internal communication by ensuring documentation is routed correctly.
  • Help track and distribute internal forms and required paperwork.
  • Assist with seminar preparation and employee engagement event setup in coordination with HR/Office Manager.
• Office Operations
• • Maintain cleanliness and organization of the front desk and reception area.
  • Manage incoming and outgoing mail, packages, and deliveries.
  • Monitor and replenish refreshments and office supplies.
  • Support general office organization to ensure efficient operations.
  • Maintain clean building with opening, mid and closing duties checklist
• Compliance and Confidentiality
• • Adhere to company policies and confidentiality guidelines.
  • Maintain discretion when handling sensitive client and employee information.
  • Ensure proper documentation and storage of confidential records.

JOB RESPONSIBILITIES

• Execute and excel in key performance metrics per TraVek Magnitude of Impact scale, including:
• • Answering all calls within 3 rings
  • Administering warranties and permits in a timely manner
  • Maintaining organized and accurate CRM records
  • Supporting cross-department clerical needs efficiently
• Attend required weekly and monthly team meetings.
• Uphold TraVek Core Values in all interactions.
• Maintain accuracy and timeliness in all data entry and administrative support tasks.

EDUCATION AND EXPERIENCE  

• Previous phone reception experience required; Google Drive experience preferred
• High school diploma required.
• Experience with CRM systems and data entry required.
• Strong organizational and multitasking skills.
• Comfortable supporting multiple departments simultaneously.

Join our dynamic team at TraVek, a leading provider of roofing solutions dedicated to delivering top-quality service and products to our valued customers. With a commitment to excellence and a focus on customer satisfaction, with following our core values and culture.

Company Description

Join our dynamic team at TraVek, a leading provider of roofing solutions dedicated to delivering top-quality service and products to our valued customers. With a commitment to excellence and a focus on customer satisfaction, with following our core values and culture.