Receptionist

SUMMARY: Performs routine clerical, secretarial and administrative work in answering telephones, receiving company visitors, providing customer assistance, data processing, and record-keeping; provides clerical support to the sales department and assist the Office Manager by performing the following duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following other duties may be assigned. Operates telephone console; trains new users on system; directs callers to destination Ensures visitor's sign in; as directed has visitors complete the non-disclosure form and maintains on file Ensures COVID-19 Screening is done at time visitors sign in this includes:

• YES/NO questionnaire to Covid-19 symptoms check

• Temperature Check

• If visiting plant, will provide the proper PPE such as safety glasses, gloves, hair net, earplugs

Monitors and manages the conference calendar schedule Performs variety of clerical duties as directed by the Office Manager; assist with Spanish translations and documentation. Types email correspondence, reports, and other documents; monitor and follows up on all correspondence posted to the email boxes Prints bills of lading from online data source and matches with invoice. Collects, date stamps and distributes incoming mail Handles outgoing mail (weighing/stamping) via online postage account Periodically updates postage log after postage is requested and approved by Manager. Manage and process FedEx using online software Send out Invoices via regular mail or e-mail as referenced in customer card special instructions As requested emails copies of invoices to salesmen/brokers. Files invoices and assist sales department with invoice research; performs monthly audits of invoice records to ensure required documents is properly maintained in the files Prepares new customer files for invoices as new customer accounts are established. Check and review fax mailbox and distribute faxes via email. Enters Sales Orders for e-store orders in the ERP and GP system; follows-up with customers when product is out of stock Processes art and plate invoices via ERP that are requested by the Art & Plate coordinator Processes credit card charges via company authorized portal Payeezy Solution in the absence of Billing Manager Reviews and audits sales order basket throughout the day; logs in orders processed by the production department into shared spreadsheet Processes daily invoices via ERP in the absence of Billing Manager; processes customer bills of lading requests and out lined in the customer special instructions; Monitors and maintains paper and toner levels for the sales copier and printer. Maintains and monitor inventory supplies levels for FedEx/USPS Provide office support to the sales team as needed. Prepares and sends required daily booking/sales operations reports to the management team in the absence of Billing Manager
Use the time clock when arriving for work in the A.M., when leaving and returning from lunch, and when departing for the day. (Lunch is one hour from 12:00 Noon to 1:00 PM)

QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE One year certificate from college or technical school; or three to six months related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

MATHEMATICAL SKILLS Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS Current driver's license.

OTHER SKILLS AND ABILITIES The ability to use the following computer applications: Word, Excel, Outlook, Windows, etc. The ability to get along with others.

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally exposed to fumes or airborne particles. The noise level in the work environment is usually moderate.

SAFETY POLICIES AND PRACTICES The employee in this job must be knowledgeable about and follow the company's safety polices and procedures as described in the company safety manual.

Job Type: Full-time

Pay: $18.00 - $24.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Vision insurance

Schedule:

• 8 hour shift

Education:

• High school or equivalent (Preferred)

Experience:

• Clerical: 1 year (Preferred)

Work Location: One location