Position Summary
The Surveying Receptionist serves as the first point of contact for the Green Lake office and provides dependable clerical and administrative support to surveying staff. The position keeps the front office, records, schedules, and routine project information organized while delivering professional service to clients, visitors, and coworkers.
Essential Duties and Responsibilities
- Answer incoming calls, greet visitors, and assist walk-in clients in a professional and friendly manner; gather initial information from prospective surveying clients and route inquiries appropriately.
- Maintain a clean, welcoming, and organized front office, conference rooms, file room, and shared office areas.
- Assist with survey project intake, scheduling, project deadlines, and other assigned inspection or administrative schedules; maintain shared Outlook calendars/public folders, including conference room and staff schedules.
- Maintain the job/project log and create new projects in accordance with company standards; create, save, store, and maintain accurate electronic and paper project files.
- Support preparation of proposals, correspondence, mailings, reports, and other project documents; review administrative documents for accuracy, completeness, and consistent formatting.
- Complete routine filing, records research, and document-retrieval projects; when assigned, deliver or obtain records and filings from courthouses, municipalities, or other offices.
- Process client payments using established accounting procedures; monitor petty cash and reconcile it monthly.
- Order and distribute office supplies; maintain office contact lists, county directories, utility information, and other internal reference lists.
- Retrieve, sort, and distribute mail; prepare outgoing UPS or other carrier packages and coordinate pickup and delivery.
- Maintain office refreshments and supplies, including ordering products and cleaning or restocking the conference-room refrigerator and beverage area as needed.
- Provide administrative support to surveying staff in the Green Lake and Portage offices and assist other staff as business needs require.
Additional Work Activities
- Follow the employee handbook, confidentiality expectations, and all other company and office policies.
- Submit accurate weekly timesheets and expense documentation.
- Attend required staff meetings and training sessions.
- Complete other related duties as assigned.
Supervisory Responsibilities
None. The position coordinates with administrative staff, surveying personnel, project managers, and company managers to complete assigned project and office tasks.
Qualifications
- High school diploma or equivalent required; an associate degree in administrative assistance or a related field is preferred.
- Prior clerical, receptionist, customer service, or administrative experience preferred; experience in surveying, engineering, construction, real estate, title work, or another technical environment is helpful but not required.
- Basic understanding of surveying or engineering services and terminology, or the ability and interest to learn.
- Working knowledge of Microsoft Office, particularly Word, Excel, and Outlook.
- Ability to manage time, organize competing priorities, meet deadlines, and produce accurate, professional, and standardized work.
- Strong active-listening, reading-comprehension, and critical-thinking skills, including the ability to determine the significance and proper distribution of correspondence, submissions, mailed documents, and reports.
- Ability to work independently, pay close attention to detail, and coordinate effectively with a team under pressure.
- Professional communication skills and the ability to establish cooperative working relationships with clients, coworkers, managers, and outside contacts.
- Ability to understand, carry out, and, when appropriate, delegate oral and written instructions.
- Sound judgment and strict discretion regarding confidential company, employee, and client information.
Working Conditions and Physical Requirements
- Work is performed primarily indoors and on-site at the Green Lake Surveying office.
- Occasional local travel may be required for mail, supplies, courthouse or municipal filings and research, and other business errands. Occasional travel to GEC Portage Office may be required.
- The position requires prolonged periods of sitting at a desk and working at a computer, along with frequent communication and movement throughout the office.
- The employee must occasionally push, lift, or carry up to 25 pounds.
Reasonable Accommodation and Disclaimer
Successful performance requires satisfactory completion of the position's essential duties and responsibilities. The qualifications and working conditions listed above are representative of the knowledge, skills, abilities, and conditions associated with the role. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
This description is intended to summarize the general nature and level of work performed and is not a complete inventory of every duty, responsibility, or qualification. Management may add, modify, or designate duties and essential functions at any time based on business needs.
Pay: $18.00 - $20.00 per hour
Benefits:
Work Location: In person
