Reception Operations Specialist

2 weeks ago

Tacoma, Washington, United States Metal Magic Full time
Position Overview

Role SummaryThis position is dedicated to achieving the following objectives:

Oversee and manage the Reception operations, ensure accurate handling of company documentation, process transactions, and maintain financial records, including bookkeeping, invoicing, and collections. Execute administrative duties such as responding to phone inquiries, taking messages, and managing email correspondence. Guarantee the seamless execution of daily business activities.

Essential QualificationsThe following qualifications are required for this role:

  • High school diploma or equivalent.
  • Able to lift a minimum of 25 lbs.
  • Previous experience in management or administrative roles.
  • At least 1 year of experience with QuickBooks or similar financial software.
  • Proficient in Microsoft Excel and Word.
  • Availability to work overtime as necessary.

Key ResponsibilitiesThis role encompasses both strategic and operational duties:

Strategic Responsibilities

  • Ongoing improvement of bookkeeping and QuickBooks skills.
  • Stay informed about relevant local and federal regulations that may affect the organization.
  • Continuously seek opportunities to improve company processes and procedures.
  • Build and maintain positive relationships with clients, vendors, and subcontractors.
  • Provide insights to the Chief Operating Officer and Chief Financial Officer regarding service enhancements, process improvements, or employee training.

Operational Responsibilities

  • Greet and assist walk-in clients.
  • Handle incoming calls, take messages, and direct inquiries appropriately.
  • Monitor and respond to emails, ensuring email organization.
  • Manage incoming and outgoing mail.
  • Organize and maintain all documentation, records, and office files.
  • Update internal spreadsheets as necessary.
  • Prepare meeting agendas and maintain the conference room.
  • Register new clients, vendors, and subcontractors in the system, ensuring proper documentation submission and filing.
  • Ensure compliance of subcontractors and vendors by keeping necessary documentation current.
  • Assist in setting up new projects according to standard operating procedures.
  • Support in providing customer quotes and scheduling appointments.
  • Generate estimates and manage customer invoicing.
  • Oversee accounts receivable and follow up on collections via calls and emails.
  • Process credit card transactions, record cash payments, and reconcile checks in QuickBooks.
  • Participate in recruitment processes, including posting job advertisements, scheduling interviews, managing employee documentation, drug testing, and onboarding.
  • Maintain and update personnel records.
  • Calculate and monitor weekly performance metrics.
  • Manage inventory levels and place orders for supplies as needed.
  • Conduct regular office cleaning activities.
  • Perform other duties as assigned by the General Superintendent.

Specific Role Responsibilities

  • Ensure consistent quality of work on job sites daily.
  • Maintain tools and equipment, promptly reporting any maintenance needs.
  • Adhere to company policies and regulations.

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