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Administrative Receptionist

3 months ago

Alexandria, United States Douglas Machine Inc. Full time
Description

The administrative receptionist is the friendly face and first impression of Douglas. They manage calls and emails, greet visitors with warmth, and ensure smooth operations with their multitasking skills.

ESSENTIAL DUTIES & RESPONSIBILITIES include the following. Other duties may be assigned:
  1. Steward our mission (to enrich lives by providing differentiated packaging automation and services) and values (unwavering integrity, servant's heart, ownership spirit and continuous innovation and improvement).
  2. Administer incoming calls - answer, transfer, page, initiate conference calls or take messages, as appropriate.
  3. Update the company CRMi database as needed, g. Contacts, Customer locations, Machine locations, etc.
  4. Daily filing, sorting, purging, and maintaining shipped order pick-lists.
  5. Write and update work instructions as needed by the technical services department and CRMi database work instructions.
  6. Scan and link parts purchase orders to the parts database.
  7. Send outgoing messages, receive, and deliver incoming messages via the Service inbox.
  8. Process portal requests as directed by the parts specialist including price changes, PO confirmation and problem resolution.
  9. Front desk afternoon coverage, as well as back up support as needed.
  10. Order office supplies and business cards.
  11. Responsible for complying with all safety policies and procedures.
  12. At times may be required to perform other office functions, such as back-up support of other Administrative functions within the Technical Service Department, not outlined in this job description.
  13. Work closely with each of the Managers/Supervisors within department, helping them with their Admin needs.
  14. Customer cleanup support for CRMi database.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • Able to work with minimum supervision
  • Excellent phone etiquette; ability to operate multiple phone line system
  • Excellent customer service skills; customer service driven
  • Must be personable, able to effectively work with people-contact situations
  • Strong verbal and written communication skills
  • Demonstrated ability to work well with all areas and levels of an organization
  • Strong organizational skills (attention to detail, deadline anticipation, ability to prioritize and complete multiple projects, etc.), and the efficient utilization of time
  • Knowledge of MS Office (Word, Excel, Outlook)
EDUCATION AND/OR EXPERIENCE:
  • High school diploma, GED or equivalent; some college preferred
  • Minimum 2 years customer service experience