Job description
RECEPTION/DATA ENTRY POSITION OVERVIEW
The Receptionist/Data Entry position is responsible for front of house operations, answering phone calls, helping vendors and employees with purchase orders, etc. The Receptionist/Data Entry position will be the first point of contact for all phone calls and in-person visitors.
BASELINE DUTIES, RESPONSIBILITIES & EXPECTATIONS
- First point of customer and vendor interface when visitors arrive at office.
- First point of contact for all external vendors.
- Answer all incoming phone calls, direct caller to their point of contact or take message and relay to point of contact.
- Order office, kitchen, and other supplies from our various vendors.
- Manage advertising and marketing orders as requested by Management team.
- General office and document upkeep.
- Produce job packets as new jobs are won.
- Receive mail and packages when arrive at the office and ensure delivery to appropriate personnel.
- Work with Safety Manager to create binders for jobsites.
- Assist with data entry for various office and field projects as needed.
- Assist warehouse team with fleet management, building maintenance, upkeep of kitchen and vending machines, etc.
- Create and provide purchase orders, through Procore systems, as needed to field, office and external vendors.
- Copy and produce blueprints for office, project manager and project coordinator teams.
- Coordinate repair services for printers and plotters.
- Ad-hoc duties to be assigned as needed from President and Management team.
TECHNICAL KNOWLEDGE, SKILLS, ABILITIES
- Ability to read and interpret documents such as invoices, PO requests, emails, etc.
- Ability to provide top notice customer service over the phone and in person.
- Ability to organize work and meet deadlines.
- Strong verbal and written communication skills.
- Ability to reroute correspondence via email, phone systems and word of mouth.
- A good working and team attitude.
- The ability to be flexible with tasks.
- Good organizational skills, able to maintain multiple deadlines and requests at one time.
- Knowledge of Windows operating systems is a must.
- Knowledge of Procore Construction Management is a plus, is not a requirement.
- Knowledge of Sage Intact is a plus, is not a requirement.
- HVAC, Construction or Mechanical Contract office experience is a plus, is not a requirement.
COMPETENCY STATEMENTS
- Accountability - Ability to accept responsibility and account for his/her actions.
- Detail Oriented - Ability to pay attention to the minute details of a project or task.
- Diversity Oriented - Ability to work effectively with people regardless of their age, gender, race ethnicity, religion, or job type.
- Friendly and Customer Service Oriented- Ability to exhibit a cheerful demeanor toward others.
- Loyal - The trait of feeling a duty to the employer.
- Reliability - The trait of being dependable and trustworthy.
- Responsible - Ability to be held accountable or answerable for one’s conduct.
- Safety Awareness - Ability to identify conditions that may affect office employees’ safety.
- Organizational Skills – Be able to manage your workload as well as the ongoing activity within the office.
PHYSICAL DEMANDS
Ability to lift and/or carry minor weight (10-15 pounds), sit, stand, walk, climb stairs, climb ladders, reach, repetitive hand motions, write, type, utilize a computer mouse, hear, and speak.
This position will be a part-time, in-person position working between 20 and 24 hours per week.
Our main office is located at 131 Adams Street in Manchester, CT.