Receptionist / Data Entry

RECEPTION/DATA ENTRY POSITION

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 Sage/Intacct 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 notch 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 meet multiple deadlines and requests at one time.
• Knowledge of Windows operating systems is a must.
• Knowledge of Procore Construction Management, Sage/Intacct, and/or BuildOps is a plus, but is not a requirement.
• HVAC, Construction or Mechanical Contract office experience is a plus, but 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 is a full time in office position located at our main office is located at 131 Adams Street in Manchester, CT.