Receptionist & Administrative Associate

POSITION TITLE: RECEPTIONIST & ADMINISTRATIVE ASSOCIATE

DEPARTMENT: HUMAN RESOURCES

ACCOUNTABLE TO: EXECUTIVE ADMINISTRATOR / MARKETING SPECIALIST

POSITION PURPOSE:

Perform assigned tasks associated with administration and sales while greeting visitors and answering calls on the main telephone line switchboard

MAJOR AREAS OF RESPONSIBILITY:

RECEPTIONIST

1. Answer Phones; Direct Calls, Forward VM's, Greet Visitors


2. Prepare for Customer Visits; Signs, Glasses, Beverages, Marketing Materials, etc


3. Coordinate On-Site Food as Needed; Visitor Lunches, Event Cakes


4. Type and Distribute MRB Notes. Record * Notes in E10


5. Print Tuesday MRB Packets by 8:30am; 19 Copies, 2 Sided, Color


6. Post Meter Outgoing Mail / Open & Distribute Incoming


7. Maintain Organized Conference Rooms, Clean Office & Kitchen Areas


8. Maintain Inventory; Office Supplies, Paper Products, Coffee, Water, Soda


9. Setup Master Meeting Calendar Appointments


10. Distribute Anniversary & Birthday Lists


11. Assist with Creating & Upload Files to Bright Sign


12. Maintain Master Phone List


13. Special Sales / Admin Projects


14. Respond to Vending or Maintenance Concerns as They Arise


15. Update Front Desk and Sales Admin Manuals

Sales

1. File Part Packets in Sale Dept, PE Dept as Needed and Closed Packets


2. Job Closing: Print Bundle Face, Purge Packets, Sort & Route Cards for Circle Back


3. Create Sales Order Placeholder Upon SAE's Request for New Parts


4. Maintain Daily Bookings Spreadsheet; Compile Month End Overview


5. [Back Up] Printing Job Cards, Creating Packets


6. [Back Up] Sales Order Processing; Archiving PO, Creating Sales Order, Pulling Packet


7. File Green Process Sheets


8. Enter New Customers and Contacts Into E10


9. Update Contact Entry Progress Report; Distribute Weekly


10. Enter SAE Reports in E10; Trips, Calls, Visits, MRB Notes


11. Enter and Assign Travel Action Items in E10


12. Print Sales Trip Reports Upon Request


13. Assemble Tool Review Packets as Needed


14. Assemble Commission Packets, Distribute Reports to Reps Monthly


15. Address Rep Requests; Invoice Copies, Marketing Materials, Other Support


16. Generate New Customer Intro PDF's Monthly


17. Admin Support to Sales Department As Requested


18. Maintain Rep Directory and Contact Information

Obsoleting

1. Generate Matrix; Distribute Report for Review


2. Pull Part Packets & Maintain Organization


3. Email Letters to Buyers & SAE's


4. Maintain Obsoleting Dashboard; Record Activity and Part Status


5. Generate Cover Sheets, Move Packets to the Floor, Update Dashboard & File

Other

1. Track Marketing Inventory Levels & Distributing to Reps Upon Request


2. Assist With Meetings, HV Events & Volunteering Programs


3. Assist with HR duties as assigned