Front Desk Assistant

• Assists in the ordering, receiving, stocking and distribution of office supplies.
• Assist Executives and other staff members with outgoing mail and packages
• Answers questions about the organization and provides callers with address, directions, and other information.
• Welcomes on-site visitors to determine the nature of the business and announces visitors to appropriate personnel.
• Monitors visitor access and issues pass when required.
• Handling customer complaints diplomatically and referring complaining customers to the appropriate manager for resolution.
• Warmly greet visitors/callers and connect them with appropriate people in our office
• Make sure receptionist area, conference room, break areas, are tidy
• File documents in appropriate areas, both hard copy and e-copy
• Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms, and brochures)
• Keep positive relationships with customers, contractors, suppliers and other field personnel
• Receive, sort, and distribute daily mail/deliveries
• Ensure refreshments and foods are provided to meetings, as needed
• Receive, open and distribute incoming mail, packages, faxes, etc.
• Provide general support to visitors
• Ensure office and break room supplies are fully stocked
• Transmit and receive messages, using telephones or system.
• Invoicing for maintenance items and irrigation repairs on a daily basis.
• Preparing bids for irrigation repairs and landscaping maintenance as needed.
• Respond to guest requests in a timely manner.
• Maintains fax machines, assists users, sends faxes and retrieves, and routes incoming faxes.
• Creates and prints fax cover sheets, memos, correspondence, reports, and other documents when necessary.
• Maintain polite and professional communication via phone, e-mail, and mail
• Being courteous and professional when working with all customers and employees.
• Ensure outgoing mail is sent according to instructions and on time
• Distribute documents by mail, email, etc. to Investors on a quarterly basis
• Schedule conference calls, in-office meetings, conference room bookings
• Handling office tasks, such as filing, generating reports and presentations, setting up for meetings, and reordering supplies.
• Screening phone calls and routing callers to the appropriate party.
• Irrigation - scheduling irrigation repairs with employees and customers.
• Make coffee in morning and run dishwasher in the afternoon
• Assist in obtaining and maintaining office equipment and furniture
• Retrieves messages from voice mail and forwards to appropriate personnel.
• Manage Executives' calendars, reminders, contacts
• Speaking with customers on the phone - scheduling appointments, taking messages, answering questions, etc.
• Answers incoming telephone calls, determines the purpose of callers, and forwards calls to appropriate personnel or department.
• Takes and delivers messages or transfers calls to voice mail when appropriate personnel is unavailable.
• Assist with contract execution by making regular calls to subcontractors to obtain proper paperwork
• Scan, save, log, distribute executed contracts via email/mail
• Performs routine, simple filing and non-critical copying. Collates documents, distributes mail.
• Coordinates pick-up and delivery of express mail services (FedEx, UPS, etc.)
• Inventories, receives, and shelves routine supplies.
• Reviews invoices/packing slips to ensure shipment is correct.
• Generating reports as requested by the office manager or the company owner.
• Ensure guests are offered a comfortable place to wait, beverage
• Maintains files, distributes reports, performs simple data entry into system.
• Billing and taking payment from customers
• Assisting the service manager with various clerical duties as needed
• Handling time sheets and new hire paperwork
• Ability to work with other employees on all levels in a professional, effective, and courteous manner.
• Write and distribute email, correspondence memos, letters, faxes and forms
• Assist in the preparation of regularly scheduled reports

Job Type: Full-time

Pay: $23.00 - $28.00 per hour

Schedule:

• Monday to Friday

Education:

• High school or equivalent (Preferred)

Experience:

• Customer service: 1 year (Preferred)

Work Location: One location