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Receptionist Administrative Assistant
3 weeks ago
Assist project coordinators by answer incoming telephone calls, retrieve mail, file, maintain office supplies as well as other duties as directed.
Essential Functions and Overall Responsibilities include, but are not limited to the following. Other duties may be assigned as needed.
• Answer incoming telephone calls, determine the purpose of the calls, and forward the calls to the appropriate personnel, department, or voicemail.
• Answer questions about the organization and provide callers with address, directions, fax numbers, and other miscellaneous company information.
• Open mail, UPS, FedEx, etc., and stamp, sort, and distribute as soon as possible after receipt.
• Type and/or package UPS and FedEx labels as needed/requested. Schedule pick up or take packages to the FedEx/UPS pick up boxes. Place all mail in the outgoing box at the end of each business day.
• Empty the dishwasher first thing in the morning, and start the dishwasher before leaving at the end of the workday. Wipe down counter at the end of the day (be sure to move small appliances and clean under them as well) and stock the coffee area.
• Maintain fax machines, assist users, send faxes, and retrieve and route incoming faxes. Keep photocopiers full of paper, especially at the end of each day.
• Order office supplies, ensuring there is always extra toner for copy machines and printers, UPS and FedEx mailing labels, plan mailing bags, letterhead, envelopes, coffee, coffee filters, paper towels, Kleenex, etc.
• Order food for meetings as needed
• Update and maintain the conference room schedule.
• Keep conference room tidy an clean tables as needed
• Other Administrative Duties as needed
• Assist Project Coordinators as needed:
• Document Management (scanning misc. items into project folders)
• New project set up (Osha Posters, SFI notebooks, ordering aerials)
• Track Owner Specified Lien Waivers when needed
• AP Data Entry
• Input all invoices into Viewpoint weekly
• Handle all accounting calls/emails regarding invoices
• Manage Monthly Statements
Qualifications/Computer Skills:
Ability to clearly speak, read, write and understand the English language.
Ability to read and determine mailing labels, addresses and other postal instructions.
To perform this job successfully, an individual should have the ability to perform basic functions in Microsoft Word and Excel, use Microsoft Outlook, and learn various delivery company software.
Education and/or Experience:
High school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience.
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