Receptionist/Administrative Assistant/Customer Service

Job Title: Receptionist/General Administrative Assistant

Job Summary: The Receptionist/General Administrative Assistant is a vital team member responsible for providing exceptional front desk services and performing a variety of administrative tasks to support the efficient operation of a specialty construction contractor. This role requires excellent communication, organizational skills, and a customer-focused approach.

Key Responsibilities:

1. Front Desk Operations:

· Greet and welcome visitors in a professional and friendly manner.

· Answer and direct incoming calls to the appropriate person or department.

· Manage inquiries from clients, suppliers, and other stakeholders.

2. Administrative Support:

· Provide general administrative support to office staff and project teams.

· Assist in the preparation and processing of documents, reports, and correspondence.

· Maintain and organize office files, records, and documents.

3. Scheduling and Coordination:

· Schedule appointments and meetings, and coordinate conference room bookings.

· Assist in coordinating travel arrangements for staff as needed.

· Manage the office calendar and update it with relevant events.

4. Communication:

· Respond to emails and inquiries promptly and professionally.

· Distribute internal and external communications effectively.

· Ensure timely and accurate relay of messages to the appropriate parties.

5. Visitor Management:

· Monitor and control access to the office.

· Issue visitor badges and ensure compliance with security protocols.

· Notify relevant personnel of visitor arrivals.

6. Supply Management:

· Monitor and replenish office supplies as needed.

· Coordinate with vendors to ensure timely delivery of office materials.

· Maintain an organized inventory of office supplies.

7. Data Entry:

· Input data accurately into databases and spreadsheets.

· Assist in maintaining project-related records and documentation.

· Ensure confidentiality and security of sensitive information.

8. Assistance to Project Teams:

· Assist project managers with administrative tasks related to ongoing construction projects.

· Liaise with subcontractors and suppliers for documentation and information.

9. Problem Resolution:

· Address and resolve routine administrative issues independently.

· Escalate complex issues to the appropriate personnel for resolution.

Qualifications:

• High school diploma or equivalent; additional administrative training is a plus.
• Proven experience in a receptionist or administrative assistant role.
• Proficient in MS Office (Word, Excel, Outlook) and general office software.
• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Attention to detail and accuracy in work.
• Professional demeanor and strong customer service orientation.

Note: This job description is a general outline of the responsibilities and qualifications typically associated with the role of a Receptionist/General Administrative Assistant for a specialty construction contractor. Actual job duties may vary based on the specific needs of the organization.

The position is considered sedentary and requires extended periods of PC exposure. This position may require work outside normal business hours, as applicable to project needs.

Job Type: Full-time

Pay: $35,000.00 - $40,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Schedule:

• Monday to Friday
• Weekends as needed

Ability to Commute:

• West Chester, PA 19380 (Preferred)

Work Location: In person