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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

 

To Apply

 
Please send resume and cover letter to Marketing@qualityfirstwoodworks.com