PT Receptionist - Hourly positions (bilingual is a MUST) Second shift – 12:00pm-5:00pm
POSITION SUMMARY
This position is accountable for providing administrative support to the Receptionist area, including to answer incoming calls; directs callers or visitors to appropriate personnel; greets employees, employment applicants, and visitors, by performing the duties described below. This position will work with HR Manager on any special projects assigned.
The incumbent must support the guiding beliefs and core values of the Company, which are centered on Safety, Quality, Delivery, and Teamwork (each of equal weight and importance) with, each built upon the all-important foundation of Integrity.
SPECIFIC RESPONSIBILITIES
Ensures to be at workstation by 7:00AM and that the front office is not left unattended.
Assists in the preparation of materials for meetings and other training sessions.
Prepares orientation packets for new hires (includes copying materials and collation) and preparation of Personal Protective Equipment (PPE) kits with hard-hat, glasses, goggles, gloves and others, as appropriate.
Assists with payroll and expense checks distribution.
Welcomes visitors, determines nature of business, and announces visitors to appropriate personnel.
Receives, sorts, and routes mail daily, maintains and routes publications, and prepares outgoing mail for delivery daily.
Distributes courier deliveries and arranging courier consignments with the correct paperwork.
Orders all delivery and outgoing supplies for the following: Lone Star, FedEx, Pitney-Bowes, and others, as applicable.
Orders, receives, organizes, and maintains snacks and office supplies.
Retrieves messages from voice mail and faxes; and forwards to appropriate personnel.
Updates and distributes employee telephone extensions list and benefits contact lists.
Answers the phones in a professional manner, screening calls for personnel and directing telephone queries. Taking messages where appropriate.
Responds to callers with questions or verifies address and/or directions to the main offices; and verifies phone or fax numbers for the main offices.
Keeps front coffee station and kitchen areas neat and supplied
NOTE:
The Receptionist will provide absolutely no other information about the company, its employees, agents, owners, clients, jobsite locations, supervisors or operations not specifically described here.
All inquiries beyond verifying address, phone numbers or directions to the offices will be forwarded promptly to the appropriate party or as instructed.
Use the following table as a general guideline. More instructions will be covered during training.
Inquiries about….
Refer to (in this order of preference)
Estimates, bids, sales or marketing
Estimating, Sales or Marketing
On-going jobs
Project Management, Sales or Marketing
Jobsite deliveries
Project Management or Sales
Pours
Dispatch
Employment
Recruiter
Human Resources, and benefits
HR Coordinator, HR Manager
All employees, current and former, must maintain confidentiality by not disclosing any confidential, proprietary or trade secret information belonging to the company.
EMPLOYEE SAFETY AND COMPLIANCE
Responsible and accountable for own personal safety.
Responsible and accountable for the safety of all co-workers and any others on job site.
Authorized and obligated to stop work on any task or series of tasks whenever an unsafe condition or situation is anticipated or is observed.
Complies with all applicable laws, regulations, company policies, procedures, and is subject to appropriate disciplinary action (including dismissal) for failure to comply.
Reports any and all violations of applicable laws, regulations or company policies and procedures promptly, and is subject to appropriate disciplinary action (including dismissal) for failure to comply.
Performs other related administrative and technical duties that may be assigned or requested by immediate supervision (such as certification training, safety training, procedure review, etc.).
POSITION REQUIREMENTS
A minimum of 3 years related experience and/ or training; High School Diploma or GED or equivalent combination of education and experience. Professional attitude and solid written and verbal communication skills. Ability to be resourceful and proactive when issues arise. In addition, the incumbent must have:
Excellent computer skills.
Must be bilingual in English and Spanish.
Excellent telephone etiquette.
Excellent customer service skills, gracefully assist difficult employees and visitors with positive attitude.
Excellent organizational skills, able to multitask and prioritize tasks.
Creative, well organized.
Impeccable time and attendance record.
A professional aptitude, presentation, and manner at all times.
Capability to communicate clearly and effectively with a diverse population, displaying professionalism and patience.
Computer proficiency with a working knowledge of Microsoft Word, Excel, Access, Outlook, and PowerPoint.
The Company expects and requires incumbent and each of its other employees to observe and fulfill the above and all other safety responsibilities and actively work toward maintaining a safe workplace. Failure to do so can result in disciplinary action, up to and including termination of employment.
PHYSICAL/MENTAL REQUIREMENTS
The incumbent must be able to perform the essential functions of the job with or without reasonable workplace accommodation.
The individual must also be able to wear and properly utilize appropriate personal protective equipment if required to work or visit the jobsite. This may include hard hat, safety glasses, respirators, ear plugs, steel-toed shoes, personal flotation devices, or other equipment as required by the work performed and location the work is being done.
This individual must also have the ability to identify critical issues and formulate action plans with all levels of management, including corporate and executive.
The incumbent must possess the ability to remain calm during emergencies and respond appropriately as dictated by the circumstance of the incident and as directed by the Safety Representative or other management personnel. Must be capable of evacuating the work area in a timely manner should an emergency situation arise.
