Receptionist/Data Entry Associate

1 week ago

Lake Forest, California, United States Hooper Corporation Full time $40,000 - $60,000 per year

Since 1913, Hooper has grown to become a well-respected electric power and mechanical contractor. With headquarters in Wisconsin and regional offices in the states of Colorado, Florida, and Ohio. Hooper provides a wide range of services to support commercial and residential clients. Our new facility is located on 50 acres of rolling topography and woodland areas that create a warm and welcoming aesthetic to the campus. A few highlights of the office building include a bright comfortable work environment, café with a staff kitchen, access to an outdoor terrace, and a fitness room with availability to a personal trainer. In addition, Hooper provides competitive compensation and many supportive benefits.

General Summary:

Enters invoice data for accounts payable. Responsible for answering multi-line automated telephone system. Greets all visitors who come into the facility. Sorts incoming mail and distributes it to appropriate departments. Monitors and maintains fax, copier, and mailroom equipment. Provides support to Corporate Administration as required.

Principal Accountabilities:

  • Organize, scan, enter, and routes accounts payable to designed approvers. 
  • Answers and screens all incoming phone calls, forwarding to appropriate parties, paging, taking messages when necessary.
  • Greets all visitors in a warm and welcoming manner and notifies party that visitor(s) have arrived.
  • Receives and opens all packages and letters. Signs for parcels and distributes accordingly.
  • Scans, organizes, and files paperwork as needed for corporate office personnel.
  • Supports departments with data entry and scheduling meetings. 
  • Assist accounts payable by organizing, scanning, and routing invoices to designated approvers.
  • Updates the company phone lists and directories in the event of a new hire or other office employee changes. 
  • Provides employment information to "walk-ins" seeking employment in the construction industry. 
  • Operates and monitors fax machines, copiers, and postage meter. Prepares outgoing mail for pickup. Notifies employees of urgent faxes and cancelled faxes by intercom.
  • Responsible for the upkeep and neatness of the reception and mailroom area, maintains office supply inventory.
  • Performs other duties/special projects as assigned.

Requirements

Knowledge, Skills and Abilities Required:

  • Requires a comprehensive understanding of the Company's organizational structure to refer calls and distribute mail effectively.
  • Requires good word processing skills to serve as backup to Corporate Administration.
  • Requires courteous, professional, and diplomatic behavior when interacting with internal and external contacts.
  • Ability to comprehend the operating instructions of automated phone system.
  • Minimum of a High School degree and some post-secondary education.
  • Strong English and oral communication skills required. 
  • Comfortable handling 200+ extension phone line system, and sorting mail for 130 office employees.

Description of physical working environment:

  • Normal office environment. Routinely works from a sitting position with a computer. Repetitive typing and computer use required. Regular bending, twisting, and light lifting is common.

Hooper is an equal opportunity/affirmative action employer. This company considers candidates regardless of age, color, creed, disability, gender identity, national origin, protected veteran status, race, religion, sex, sexual orientation, and any other status protected by applicable local, state, or federal law.

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