Receptionist & Administrative Associate

POSITION TITLE: RECEPTIONISTADMINISTRATIVE 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

• Answer Phones; Direct Calls, Forward VM's, Greet Visitors
• Prepare for Customer Visits; Signs, Glasses, Beverages, Marketing Materials, etc
• Coordinate On-Site Food as Needed; Visitor Lunches, Event Cakes
• Type and Distribute MRB Notes. Record * Notes in E10
• Print Tuesday MRB Packets by 8:30am; 19 Copies, 2 Sided, Color
• Post Meter Outgoing Mail / OpenDistribute Incoming
• Maintain Organized Conference Rooms, Clean OfficeKitchen Areas
• Maintain Inventory; Office Supplies, Paper Products, Coffee, Water, Soda
• Setup Master Meeting Calendar Appointments
• Distribute AnniversaryBirthday Lists
• Assist with CreatingUpload Files to Bright Sign
• Maintain Master Phone List
• Special Sales / Admin Projects
• Respond to Vending or Maintenance Concerns as They Arise
• Update Front Desk and Sales Admin Manuals

Sales

• File Part Packets in Sale Dept, PE Dept as Needed and Closed Packets
• Job Closing: Print Bundle Face, Purge Packets, SortRoute Cards for Circle Back
• Create Sales Order Placeholder Upon SAE's Request for New Parts
• Maintain Daily Bookings Spreadsheet; Compile Month End Overview
• Back Up Printing Job Cards, Creating Packets
• Back Up Sales Order Processing; Archiving PO, Creating Sales Order, Pulling Packet
• File Green Process Sheets
• Enter New Customers and Contacts Into E10
• Update Contact Entry Progress Report; Distribute Weekly
• Enter SAE Reports in E10; Trips, Calls, Visits, MRB Notes
• Enter and Assign Travel Action Items in E10
• Print Sales Trip Reports Upon Request
• Assemble Tool Review Packets as Needed
• Assemble Commission Packets, Distribute Reports to Reps Monthly
• Address Rep Requests; Invoice Copies, Marketing Materials, Other Support
• Generate New Customer Intro PDF's Monthly
• Admin Support to Sales Department As Requested
• Maintain Rep Directory and Contact Information

Obsoleting

• Generate Matrix; Distribute Report for Review
• Pull Part PacketsMaintain Organization
• Email Letters to BuyersSAE's
• Maintain Obsoleting Dashboard; Record Activity and Part Status
• Generate Cover Sheets, Move Packets to the Floor, Update DashboardFile

Other

• Track Marketing Inventory LevelsDistributing to Reps Upon Request
• Assist With Meetings, HV EventsVolunteering Programs
• Assist with HR duties as assigned