Elite Surface Infrastructure
Receptionist / Administrative Team Support
Department: Front Office
Job Status: Full Time
Department: Front Office
Job Status: Full Time
FLSA Status: Non-Exempt
Reports To: HR Manager
Grade/Level: $20.00 – $30.00 per hour, D.O.E.
Amount of Travel Required: N/A
Work Schedule: Monday – Friday, 8:00 a.m. – 5:00 p.m.
Positions Supervised: N/A
Elite Surface Infrastructure is an Equal Opportunity Employer and an E-Verify Participating Employer.
POSITION SUMMARY
As a member of the Administrative Team, the Receptionist / Administrative Team Support professional is responsible for creating a polished and welcoming environment and delivering a memorable first impression to office and field team members, clients, and visitors. This role answers questions and provides assistance as needed and performs a variety of clerical duties in accordance with internal office systems and procedures, including telephone reception, data entry, word processing, office machine operation, and filing.
The ideal candidate is outgoing, service-minded, and passionate about helping people, brings a positive attitude and excellent communication skills to every interaction, and is a quick learner who is highly organized, self-motivated, and computer-savvy.
ESSENTIAL FUNCTIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
Reception & Front-Office Operations
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Answer and route incoming calls; direct calls and take accurate messages.
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Greet guests, vendors, and clients in a professional and courteous manner.
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Assist applicants with walk-in inquiries and coordinate the application intake process.
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Schedule and reserve meeting rooms, manage office calendars, and arrange appointments.
Onboarding & HR Support
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Prepare new-hire onboarding packets and required documentation.
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Prepare and stage personal protective equipment (PPE) for new-hire onboarding.
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Assist the HR team with administrative tasks and special projects as requested.
Records, Filing & Document Management
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Maintain and update filing, inventory, mailing, and database systems, either manually or using a computer.
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Compile, copy, sort, and file records of office activities and business transactions.
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Type, format, proofread, and edit correspondence and other documents from notes or dictation.
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Process and prepare business and government forms and related documents.
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Review files, records, and other documents to obtain information needed to respond to requests.
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Compute, record, and proofread data and other information, such as records and reports.
Mail, Shipping & Office Equipment
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Open, sort, and route incoming mail; prepare outgoing mail; coordinate certified and FedEx mailings.
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Operate office machines, including photocopiers, scanners, facsimile machines, voicemail systems, and personal computers.
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Count, weigh, measure, ship, mail, or organize outgoing materials.
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Replenish paper in copiers at the end of each day.
Operational & Field Reporting Support
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Track hydrant meters and conduct monthly call-ins for meter readings.
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Scan asphalt, concrete, haul, and packing-slip tickets dropped off in the office.
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Distribute safety sheets monthly/weekly.
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File weekly safety sheets received from the field.
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File daily inspection reports, equipment in/out reports, trenching section reports, PTP daily reports, and DOT pre-/post-trip inspection reports.
Inventory, Vendor & Office Support
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Conduct weekly/biweekly office-supply inventory; track and update supply levels.
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Assist office staff with administrative requests as needed.
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Support special projects and cross-functional initiatives as assigned.
Communication & Compliance
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Communicate with customers, employees, vendors, and other stakeholders to answer questions, share information, and take action on requests.
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Effectively manage email correspondence and follow up on outstanding invoices.
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Maintain strict confidentiality with all privileged and sensitive information.
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Exhibit a professional and positive demeanor at all times to foster a collaborative team atmosphere.
POSITION QUALIFICATIONS — Competency Statement(s)
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Accountability — Accepts responsibility and is answerable for his/her actions.
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Accuracy — Performs work thoroughly and with a high degree of precision.
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Assertiveness — Acts in a self-confident manner to facilitate the completion of assignments and effectively advocate for sound ideas or positions.
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Detail-Oriented — Pays careful attention to the minute details of projects and tasks.
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Ethical — Demonstrates conduct consistent with a defined set of values and accepted professional standards.
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Communication, Oral — Communicates effectively with others using the spoken word.
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Communication, Written — Communicates in writing clearly, concisely, and professionally.
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Customer-Focused — Comfortable communicating with customers and addressing their needs in a service-minded manner.
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Email & Correspondence Management — Effectively manages email correspondence and timely follow-ups.
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Honesty / Integrity — Truthful and viewed as credible by colleagues, customers, and stakeholders.
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Initiative — Makes decisions or takes action to solve problems and reach goals.
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Organized — Follows a systematic method of performing tasks to maintain efficiency.
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Patience — Acts calmly under stress and pressure; is not hasty or impetuous.
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Reliability — Dependable and punctual in attendance and follow-through.
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Self-Motivated — Internally inspired to perform tasks to the best of one's ability using personal drive and initiative.
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Time Management — Effectively utilizes available time to organize and complete work within established deadlines.
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Professional — Exhibits a professional and positive demeanor that contributes to a healthy team atmosphere.
FACILITIES & OFFICE UPKEEP
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Load the dishwasher at the end of each day and start the cycle.
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Unload the dishwasher at the beginning of each day.
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Wipe down kitchen and break-room counters at the end of each day.
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Clean microwaves on a weekly basis.
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Clean out the refrigerator on a monthly basis.
SKILLS & ABILITIES
Education: High School Graduate or General Education Degree (GED).
Experience: Two (2) or more years of related administrative or receptionist experience.
Computer Skills:
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Proficient in Microsoft Office applications (Word, Outlook, PowerPoint).
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General knowledge of computer operation and 10-key data entry.
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Solid typing skills.
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Working knowledge of Microsoft Excel, including the ability to learn simple functions such as VLOOKUP and XLOOKUP.
Certificates & Licenses: Notary Public certification is a plus.
Other Requirements:
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Must possess a valid driver's license.
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Must be able to successfully pass a background investigation and drug screening.
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Dress code is business casual.
PHYSICAL DEMANDS
Activity
Frequency
Lift / Carry
Frequency
Stand
O (Occasionally)
10 lbs. or less
F (Frequently)
Walk
O (Occasionally)
11 – 20 lbs.
O (Occasionally)
Sit
C (Constantly)
21 – 50 lbs.
O (Occasionally)
Handling / Fingering
F (Frequently)
51 – 100 lbs.
N (Not Applicable)
Reach Outward
O (Occasionally)
Over 100 lbs.
N (Not Applicable)
Reach Above Shoulder
O (Occasionally)
Climb
N (Not Applicable)
Push / Pull
Frequency
Crawl
N (Not Applicable)
12 lbs. or less
O (Occasionally)
Squat or Kneel
O (Occasionally)
13 – 25 lbs.
O (Occasionally)
Bend
F (Frequently)
26 – 40 lbs.
N (Not Applicable)
41 – 100 lbs.
N (Not Applicable)
Frequency Key
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N — Not Applicable: Activity is not applicable to this occupation.
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O — Occasionally: Occupation requires this activity up to 33% of the time (0 – 2.5+ hrs./day).
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F — Frequently: Occupation requires this activity 33% – 66% of the time (2.5 – 5.5+ hrs./day).
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C — Constantly: Occupation requires this activity more than 66% of the time (5.5+ hrs./day).
WORK ENVIRONMENT
Fast-paced office setting characterized by a high volume of telephone calls and data entry.
DISCLAIMER
The Company has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the Company reserves the right to change this job description and/or assign tasks for the employee to perform, as the Company may deem appropriate.
