Receptionist

Job DescriptionJob Description

We are offering a long-term contract employment opportunity for a Receptionist in CORAOPOLIS, Pennsylvania, United States. This role is essential in the day-to-day operations of our team, and will involve a range of duties from answering multi-line phone systems to data entry.

Responsibilities:

• • Answering 7-line phone.
• Meet and greet walk-ins/clients.
• Open, date stamp and distribution of mail.
• Adding postage to mailings along with Certified Mail postage.
• Taking mail to post office and/or to post box across the street.
• Distribution of office faxes received, as needed.
• Checking e-mail for letters and assignments from Project Managers.
• Typing of routine office correspondence including tables, forms and monthly reports.
• Copying, scanning and mailing of all correspondence.
• Providing Doug with the “Read Board” folder of copied correspondence every Monday.
• Filing in active project job files.
• Faxing to Prospective Bidders.
• Mailing of Plans and Specifications out for Bid to Contractors and recording them on Plan Holders List.
• Recording payments for Plans and Specifications on the Plan Holders List and giving the payment to the Office Manager.
• Typing and/or helping in preparing Addendums for Projects for faxing, emailing or mailing, as needed.
• Prepare Bid Opening Sheet and give to Project Manager for Bid Openings. MS Word table.
• Preparation of Bid Tabulation for Project after Bid Opening. MS Excel spreadsheet using basic formulas of multiplication and addition.
• Prepare Contracts and Bonds for Lowest Responsible Bid received from a Contractor upon approval of the Municipality.  Fill-in-the blank MS Word document.
• Prepare Project job file folders for Project Manager.
• Prepare Periodical Estimate for Partial Payment Application for Contractor’s use. MS Excel spreadsheet fill-in-the blanks and using basic formulas of multiplication, addition and division.
• Updating of Contractors Database. MS Excel spreadsheet.
• Assisting Administrative Assistant with specifications; Proofing, copying and assembly.
• Prepare miscellaneous tasks from Project Managers; spreadsheets, binding reports, creating binders, etc. 

• Proficiency in Microsoft Office Suite (Word, Excel, and Outlook).
• Experience with answering multi-line phone system.
• Exceptional customer service skills.
• Strong data entry abilities.
• Excellent interpersonal communication skills.
• Experience with email correspondence.
• Ability to organize files and schedule appointments effectively.
• Minimum of one year of experience in a receptionist role or similar.
• Demonstrated ability to multitask and prioritize.
• Strong problem-solving skills and attention to detail.

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