Administrative Support Specialist

4 weeks ago

Orange, California, United States DMG Corporation Full time

Job Description

DMG Corporation, a regional independent sales agency for premier HVAC equipment, is seeking a skilled Reception and Administrative Assistant to join our Orange office team. As a key member of our team, you will be responsible for providing exceptional customer service, handling administrative tasks, and supporting our sales team.

Duties and Responsibilities

  • Greet and welcome visitors, ensuring a positive first impression of our company.
  • Answer and direct phone calls to the appropriate person or department, demonstrating excellent communication skills.
  • Handle incoming and outgoing mail and packages, maintaining a well-organized and efficient workflow.
  • Maintain the postage machine and handle outgoing FedEx shipments, ensuring timely and accurate delivery.
  • Order monthly company breakfast, meeting lunches, and assist with catering needs for office events, showcasing your attention to detail and organizational skills.
  • Schedule meetings and appointments, ensuring seamless coordination and communication with team members.
  • Assist with corporate event arrangements, including researching venue options, pricing, and maintaining budgets, demonstrating your ability to work independently and make informed decisions.
  • Assist with daily deposit by scanning checks, processing credit applications for accounting, and updating contact information in the credit application program (Nuvo), showcasing your technical skills and attention to detail.
  • Contact customers for preliminary information, enter preliminary notices in the CRF portal, and assist the Service Department through entry verification for proper invoicing, demonstrating your ability to work effectively in a fast-paced environment.
  • Other duties as assigned, requiring flexibility and a willingness to adapt to changing priorities.

Requirements and Qualifications

  • High School Graduate with a minimum of 2 years' experience as a Receptionist in a professional organization.
  • Knowledge of the HVAC and/or construction industry is not necessary, but a plus.
  • Must be extremely detail-oriented with strong organizational skills, customer service driven with a professional and friendly demeanor, and possess top communication skills, both verbal and written.
  • Willingness to do a variety of tasks and handle multiple priorities, thrive in a fast-paced, multi-task environment, and maintain confidentiality and discretion when handling sensitive information.

Equal Opportunity Employer

DMG Corporation is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected Veteran status.

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