Full Job Description
Maintain a professional and friendly attitude at all times when greeting clients and employees. Answer and delegate all incoming calls. Handles mail, faxes, courier deliveries, and general correspondence. Handles general administrative and supply requirements for Corporate Office.
Able to work first-shift hours, Monday-Friday (7:30am-4:30pm) with occasional overtime during afternoons and evenings as needed. Hours may involve start times as early as 6:00 a.m. Must be able to be flexible with work schedule.
Interface effectively, ethically and professionally with all levels of staff: internal and external executives/managers, internal and external professionals, owners and their staff, line employees, subcontractors, vendors, etc.
Communicate effectively in English (aural, verbal, and written). Bi-lingual (English/Spanish) preferred.
Possess strong MS Office skills (Outlook, Excel, Word, PowerPoint).
Previous experience with use of paperless and reporting systems preferred.
Able to sit, stand, bend, walk, and remain in static positions for duration of shift.
Able to lift five to twenty -five pounds (5-25lbs), with or without assistance, frequently.
Able to handle, protect and maintain the confidentiality of information. NOTE: A signed confidentiality agreement is required as part of this position.
Possess strong desire, willingness and ability to learn new tasks.
NOTE: Strong preference for candidates with High School Diploma or Equivalent.
Job Duties and Responsibilities
Manage callers in a friendly and professional manner, announcing the caller s name and company to the recipient, and transferring calls as appropriate to the recipient or voice mail.
Use current bid lists and project management team list to determine which staff should be contacted regarding specific jobs and bids.
Ensure all visitors and applicants sign-in at the front desk.
Maintain an organized and secure work station.
Contact supervisors and other field staff with important messages.
Manage outgoing mail, FedEx, UPS, couriers and faxes.
Review and approve monthly statements from mail and courier/shipping service providers.
Notify President when U.S. mail arrives. Deposit mail in U.S. Mailbox at the end of each day.
Purchase and mail birthday, anniversary cards, holiday cards, and other recognition items.
Stock copiers and fax machines with paper (at the end of each day).
Maintain cleanliness of conference rooms, including shut-down/log-off of computer equipment.
Train back-up personnel on the switchboard.
Order UPS shipping labels and notify manager of need for other supplies (may generate supply lists).
Print and post daily schedules for Conference Rooms at Corporate Office.
Assist with distributing monthly and quarterly newsletters.
Update Corporate Office Directory (including e-mail distribution lists, Outlook contact lists, etc.).
Process weekly Visa expenses for HR and Safety; follow-up with department management on missing/questionable items.
Check Call Out line/e-mail and distribute to HR, Payroll, and appropriate manager.
Receive, deliver, and process UPS daily (and FedEx as required).
Assist with the coordination of office meetings and interviews (food, beverages, greeting guests, clean-up, sign-in/sign-out).
Perform other tasks and duties as assigned.
EQUIPMENT USED: SOFTWARE USED:
Computer MS Office Suite & Shoretel (phone)
Multi-line telephone/cell phone PVault (Document Management)
Copier/printer/scanner Timberline (optional)