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Form of work
SalaryJOB SUMMARY:
Responsible for relieving full-time receptionist during breaks, lunches, meetings, etc. Acts as receptionist during absence of primary receptionist. Operates switch board, receives visitors, schedules meeting rooms, etc. Performs various administrative tasks within Customer Service. Processes and acknowledges customer orders in ERP system.
ESSENTIAL FUNCTIONS:
- Responsible for relieving the receptionist during break periods. Greets visitors in a professional manner; determines their needs, provides a visitor badge and notifies the person(s) being visited. Follows a call script while answering calls promptly and courteously; screens calls, transfers caller to correct individual and does not leave caller on hold or unattended for more than 30 seconds. Takes complete and accurate messages when person called is unavailable and distributes messages in a timely manner for employees without voicemail. Uses paging system when appropriate to locate an employee in the building.
- Provides support to various accounts as it relates to processing and acknowledging customer orders by utilizing ERP system for order changes, order cancellations, credits, debits, stock rotations, expedite requests and complaints in accordance with ISO procedures, guidelines and work instructions.
- Employs word processing and Excel spreadsheets as required.
- Responsible for scheduling orders in such a way as to provide the best lead-time and minimize freight cost. Runs daily sales audit and verifies pricing and total accuracy of order.
- Verifies quote pricing, minimum order quantities and terms of order entry. References quote numbers on sales orders. Sends part number set-up requests to sustaining and custom engineering team.
- In a back-up roll, covers as full time receptionist in the event the receptionist is absent and performs all general office duties as required.
- May attend daily production meetings. Updates CSR’s on production/shipping status of customer orders.
- May retrieve expedite requests from CSR’s and submits to procurement and production for review. Sends expedite results back to appropriate CSR.
- May process inter-company orders, as required.
- May be required to run various reports from ERP.
- May maintain and distribute daily dashboard.
- Complies with company safety rules and regulations. Reports accidents or near misses immediately to team leader or supervisor. Takes a proactive approach to identify and eliminate safety hazards. Attends safety meetings and/or training programs.
ADDITIONAL FUNCTIONS:
- Contacts IT department in a timely manner to report malfunctioning equipment.
- Performs other related duties as assigned by management.
Qualifications
Core Competencies:
- Ethics, Values, Integrity & Trust - Adheres and acts in line with CPI core values.
- Functional/Technical Skills - Possesses high level of skill, knowledge and ability in assigned functional area.
- Safety Complies with company safety rules and regulations. Takes a proactive approach to identify and eliminate safety hazards.
- Customer Focus - Gives high priority to customer satisfaction.
- Interpersonal Skills - Uses diplomacy and tact. Uses collaborative skills.
- Action Oriented & Adaptability - Takes initiative; acts promptly; is proactive.
- Ownership & Accountability - Proactively models, guards and demonstrates all of CPI’s core values.
- Priority Setting, Planning & Organizing- Uses resources effectively and efficiently.
- Problem Solving & Creativity - Uses logic and methods to solve problems with effective solutions. Develops new and unique ideas.
- Listening, Informing and Written Communications - Practices attentive and active listening. Shares information. Presents ideas and facts clearly and effectively in writing.
Technical Competencies:
- High school diploma or equivalent.
- Computer Skills: Microsoft Office.
- Basic knowledge of arithmetic, grammar, vocabulary and the operation of office machines.
- Basic accounting principles.
PHYSICAL/ENVIRONMENTAL REQUIREMENTS:
- Frequent sitting at desk.
- Must be able to walk up a flight of stairs on occasion.
- May lift up to 25 pounds when moving file boxes.
- May need to bend or stoop while filing.
- May need to travel, via automobile, plane, etc. to attend training functions.
