Receptionist / Administrative Assistant

Description:

KEY RESPONSIBILITIES

• Answer and direct all incoming phone calls (4 lines) to the appropriate person or department
  • Manage messages in a timely manner, sending e-mails or calling cell phones as needed
  • Maintain up to date phone list
• Assist and direct walk-in customers to the appropriate person or building
  • Greet customers as they enter and determine whether they require help in the showroom and if they have already been assigned a specific Sales Representative
  • Direct customers to appropriate area for pickups, returns or repairs
  • Record all traffic on daily showroom lead tracker on shared drive
  • Keep track of employee’s whereabouts, vacations and out of office status to ensure any coverage is known in advance of a customer request
• Process payments as needed in person or via telephone and record in Acumatica and provide receipts
• Send and receive all mail and courier packages
  • Call couriers and prepare shipping labels and packages, verify all FedEx shipments when FedEx bill comes in the mail
  • Apply postage, stuff and seal envelopes for outgoing mail and drop off mail or send with postal worker
  • Stamp and sort incoming mail and distribute to appropriate place or person
• Assist Sales Representatives and Managers with administrative tasks as needed
  • Type quote letters
  • Create and process Cash & Carry orders and returns
• Enter gas receipts submitted by employees from Hughes into spreadsheet once a month
• Compile list of jobs not invoiced when Montalco and Norcraft invoices are paid
• Ensure showroom is presentable
  • Turn on/off all lights and TVs
  • Tidy up displays as needed
  • Maintain brochure and business card stock levels
• Assist Admin Department with non-time sensitive data entry and support
• Assist Brand Ambassador with tasks and projects as needed
• Create and manage Reception coverage schedule for breaks
• Adhere to business casual dress code

KNOWLEDGE & SKILLS REQUIRED

• Excellent computer skills in Microsoft Outlook, Word, and Excel
• Excellent and effective written and verbal communications skills, along with good interpersonal skills
• Professional approach to customer service
• Pleasant telephone manner
• Must be able to work independently with minimal direct supervision and as part of a team
• Perform consistently under pressure and handle pressure professionally
• Must be patient, focused and attentive to details
• Must be able to function with interruptions and deadlines
• Strong organizational skills with ability to handle multiple priorities effectively
• Good problem solving and negotiation skills
• Ability to be diplomatic when dealing with clients
• Able to work well with numbers