Receptionist

Job Description

RECEPTIONIST

(2-3 months)

Brea, CA

M-F: 8am-5pm

POSITION PURPOSE

The Receptionist is responsible for answering phones, greeting guests and providing various administrative support for the office.

ESSENTIAL FUNCTIONS

Average percent of time

40% Answering phones

20% Scanning of invoices and indexing them

5% Cash receipts - collecting checks and logs it in

10% Opening and distributing mail

10% Distribution of job related AP, progress releases, etc

Job related invoices, progress releases, etc. are to be organized and distributed by project and division # to respective Project Accountant – Current list will be provided

Preliminary Notices distributed to contract admin

5% Prepare outgoing mail such as addressing mail, scheduling FedEx & UP for pick up

10% Monthly/Occasional Administrative Responsibilities

Maintain the First Aid Supplies Cabinet

Handles vending machines

Orders supplies for the kitchen

Other administrative responsibilities as needed – Back up for AP entry

Schedule building maintenance as instructed by Accounting Manager

KNOWLEDGE, SKILLS & EXPERIENCE

The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job.

Minimum of 2 years in a receptionist or administrative role

Background in construction experience is preferred

Ability to multitask, juggle multiple priorities, and prioritize responsibilities

Ability to work under pressure in meeting specific responsibilities

Must have excellent organizational skills

Must have excellent communication and written skills

Ability to interact with a variety of individuals at all levels

Must have a pleasant and positive demeanor

Must have moderate computer skills in Excel, Word and Outlook applications

Ability adapt to changes of the company’s needs

Ability to follow up and follow through on tasks and projects

COMPETENCIES

• Effective communication

• Critical thinking

• Time management/multitasking

• Detail oriented

• Service oriented

• Analytical thinking

• Punctual

EDUCATION

• High school diploma.

• Some college education a plus.

PHYSICAL REQUIREMENTS

Most time spent in an indoor office environment

Sitting at a desk for prolonged periods of time

Occasional lifting of files and boxes up to 20 lbs

Pushing/pulling of file cabinets

Extended visual use of a computer screen

Frequent typing