Receptionist/Office Assistant

JOB DESCRIPTION: Receptionist/ Office Assistant

PURPOSE: Perform clerical and administrative functions such as answering phones, drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, warranty registrations, and providing information to callers.

GENERAL REQUIREMENTS

EDUCATION AND EXPERIENCE: High school diploma or equivalent.

CLERICAL: Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, transcription, telephone etiquette, and other office procedures and terminology.

COMPUTERS: Knowledge of computer hardware and software, with specific knowledge of Microsoft Outlook, Word and Excel.

SPECIFIC JOB SKILLS

• Primary receiver of incoming calls (others in the office will assist when more than one call is received at a time).
• Comprehensive summary of phone conversation, including taking messages, forwarding to appropriate parties, processing estimate requests, and recording summary in our CRM software.
• Write emails, direct messages, letters and memos.
• Create, update and maintain information in our CRM software.
• Set-up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other materials.
• Operate office equipment, such as fax machine, copier, credit-card processor, and phone systems.
• Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
• Maintain shared scheduling and event calendars.
• Complete forms in accordance with company procedures.
• Schedule or confirm appointments for clients, customers, or supervisors.
• Locate and attach appropriate files to incoming correspondence requiring replies.
• Operate electronic mail systems and coordinate the flow of information, internally or with other organizations.
• Open, read, route and distribute incoming mail or other materials and answer routine letters.
• Provide service to customers, such as order placement or account information.
• Register, purchase and track warranty registration for customers.
• Conduct searches to find needed information using such sources as search engines on the internet.
• Maintain office supply inventory.
• Learn to operate new office technologies as they are developed and implemented.

COMPENSATION

• This is anticipated to be a full time job, requiring 40 hours per week (hpw).
• Pay - $20 - $25 per hour depending on experience and education
• Paid vacation time, equivalent to two-weeks per year for full-time employees (greater than 30 hpw), prorated based on a 40 hpw work week (accruable up to a maximum of three weeks)
• Paid sick leave equivalent to 1 hour per 40 hours worked per year (sick leave does not accrue year over year)
• 8 paid holidays per year pro-rated based on a 40 hpw work week.
• Medical, Dental, Vision and Life insurance benefits available for full-time employees (30 hpw or greater) and their dependents. The employee’s premium is shared between the employee and the employer, the premiums for dependents is paid by the employee.

Benefit Conditions:

• Waiting period may apply
• Only full-time employees eligible

Hours per week:

• 40

Typical start time:

• 8AM

Typical end time:

• 5PM

Work Remotely

• No

This Job Is Ideal for Someone Who Is:

• Dependable -- more reliable than spontaneous
• People-oriented -- enjoys interacting with people and working on group projects
• Detail-oriented -- would rather focus on the details of work than the bigger picture
• High stress tolerance -- thrives in a high-pressure environment

Job Type: Full-time

Pay: $20.00 - $25.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Experience:

• Microsoft Office: 1 year (Preferred)
• Customer Service: 1 year (Preferred)

Work Location: In person