Administrative I

 

Receptionist: Serves visitors or callers by greeting, welcoming, and directing them appropriately; notifies company personnel of visitor arrival or call. Maintains security and telephone system.  

Administrative Assistant: Provides office services by implementing administrative systems, policies, and procedures.  Contributes to the Team effort for success.

 

Requirements

• Able to work in an office environment in order to produce the required paperwork and maintain required files on an electronic data system

• Able to operate all required software to deliver the desired reports in an accurate and timely manner

• Able to accept and use clear and concise directions in order to complete work assignments

• Able to complete all required daily, weekly and monthly paperwork in a timely and effective manner with little or no corrections from the General Manager

• Able to respond positively to any inquires and/or complaints from the General Manager, Project Manager, Field Supervisors, Clients, and Owner.

• Able to reason out any situation that prohibits the effective completion of the Office department’s workflow in the absence of the Office Manager

• Able to successfully manage a variety of activities simultaneously

• Able to complete jobs from start to finish

• Able to anticipate problems on the job before they happen in order to avoid wasted time and materials

• Able to maintain confidentiality and be above reproach with regards to all Quality First Woodworks, Inc financial matters

 

Reporting Relationships

• Receptionist / Administrative Assistant reports to the General Manager 

 

Responsibilities

• Complete all daily, weekly and monthly tasks

• Ensure all required paperwork and conditions are met and followed as designed

• Ensure the data entered is accurate and if there are questions concerning their accuracy, resolve the issues found

• Communicate only essential information required outside of the office and maintain complete confidentiality on all Quality First Woodworks, Inc. data

 

Duties include, but not limited to

• Answering telephone calls / referring inquires to correct personnel

• Maintains safe and clean reception area

• Set up vendor job accounts

• Provide joint check agreements to vendors and GCs

• Pre-lien Notices

• Matches up Purchase Orders to Vendor’s Shipper and Vendor’s invoice enters into QuickBooks

• Allocate material to correct project in QuickBooks

• Make entries to Bid Log & Change Order Log

• Files paid invoices

• Files entered invoices

• Contributes to team effort by accomplishing related tasks as needed

 

Performance Measurements

• Quality of finished jobs meet or exceed standards

• Deadlines are met or exceeded