REPORTS TO: Vice President of Sales
SUMMARY:
Operates a multiple line telephone console, receiving and relaying incoming calls. Acts as a receptionist for visitors. Performs routine accounting duties, following appropriate procedures to ensure timely and accurately preparation. May perform other clerical duties, such as typing to support all functional departments.
CORE STANDARD WORK:
Receptionist
• Answers main telephone system independently, announces callers and routes calls and messages to appropriate parties. Calls are answered professionally prior to the third ring.
• Operate and utilize internal paging system as needed.
• Receives, registers and directs vistors to proper location.
• Prepares outgoing mail, using postage-metering machine; receives and distributes incoming mail.
• Order uniforms for employees and verifies invoice accuracy for uniforms and facility rugs.
• Orders and maintains inventory for office supply room; places orders for first aid boxes, shipping, coffee and custodial supplies.
• Drive to post office, as needed.
Accounting Support
• Compiles, records transactions and processes checks for amounts owed from purchase orders, pack list, work orders, charge slips and freight using Visual system.
• Maintains all payment records.
• Processes applications for credit and follows up with customers on overdue account payments.
• Contacts delingquent accounts, as needed.
• Maintain accounts payable and account receivable files.
• Make bank deposits as needed.
Administrative Support
• Provide administrative support to CEO, VP –Operations, VP – Sales, and Human Resources Manager as needed.
• File work orders, quotes and other office correspondence in alphabetical order.
• Files open work orders and vendor certifications; closes out and creates labels as needed.
• Maintain monthly, quarterly, and annual sales reports.
• Places business lunch orders, as needed.
ATTITUDE AND PERSONAL DEVELOPMENT:
• Possess a responsible and proactive attitude, a good attendance record and handle assignments in an exemplary manner.
• Demonstrate high expectations for yourself.
• Professionally represents company at all times.
• Communicates openly and effectively all departments.
• Uphold company values: Trust (integrity, respect); Initiative (solve problems using the A-3 form, take ownership); Team First (do what’s in the best interest of the team); Excellence (be the best you can be every day, don’t be satisfied)
• Display the motivation and initiative to improve technical skills by further job training, attending classes, schools, or seminars.
• Promote safety – ensure a safe work environment and safe work habits.
• Exhibit intense commitment to focus on explicitly defining processes and disciplined adherence to them.
• Meet productivity standards by performing work according to established procedures and processes (standard work, QWI).
• Make personal changes in one’s own work in a proactive manner, including using standardized work for his/her own position.
• Apply lean concepts daily, utilize Quick and Easy Kaizen, AR Post-It note idea board, 5S, and other LEAN tools to promote a lean future state.
• Share knowledge and collaborate for process improvement.
• Perform all other job duties as required.
TECHNICAL SKILLS and QUALIFICATIONS:
• Self-motivated, with the ability to work independently and in a team environment.
• Excellent communication and employee relation skills.
• Solid organization and computer skills.
• Able to maintain confidentiality of all customer and company information.
