Sales Associate

Receptionist – Roles & Responsibilities

Position Overview

The Receptionist is the first point of contact for customers, vendors, and visitors. This position plays a key role in creating a welcoming, professional environment while supporting sales and operations through accurate communication, organization, and customer service.

• Customer Service & Phone Management
  • Answer all incoming phone calls before the third ring.
  • Greet callers with a positive, professional tone and company-approved greeting.
  • Direct calls to the appropriate salesperson, manager, or department as needed.
  • Take detailed phone orders for deliveries when a salesperson is unavailable.
  • Record messages accurately and ensure timely delivery to the intended employee.
• Office & Showroom Maintenance
  • Maintain a clean, safe, and professional environment for customers and staff by performing light cleaning duties.
  • Wipe down and maintain cleanliness of the front desk and lobby area.
  • Bathroom upkeep, including restocking supplies and ensuring cleanliness throughout the day.
  • Vacuuming of office and showroom areas as needed.
  • Monitor showroom product displays and report any maintenance or cleaning needs.
• Delivery Intake & Scheduling Support
  • Receive delivery orders via phone and enter them accurately into Quick Books POS.
  • Verify customer details, product type, quantity, payment, and delivery instructions before confirming.
  • Communicate delivery requests clearly to the appropriate manager or dispatcher.
  • Ensure all required information is collected before scheduling delivery.
• Product Knowledge Requirements
  • Maintain a working knowledge of Dakota Hardscape Supply’s core product lines to assist customers, schedule deliveries, and route calls effectively.
  • Required knowledge areas include:
    Aggregates & Bulk Materials; basic understanding of the different aggregates sold (e.g., gravel types, sand, base materials, decorative stone); ability to identify which materials are eligible for delivery and general delivery requirements; hardscape & paver products; introductory-level knowledge of pavers and related materials; recognition of commonly requested items (exact technical knowledge is not required—sales staff will assist).
• In-Store Products & Inventory Awareness
  • Know what products are stocked in the office/showroom, including Aquascape products, Tru-Scape lighting products, lawn and paver edging and associated accessories, and basic replacement parts kept in stock.
  • Use this knowledge to answer general customer inquiries, check availability, and refer customers correctly to a salesperson.
• Communication & Coordination
  • Communicate professionally with customers, vendors, and team members.
  • Notify sales staff promptly of inbound inquiries, orders, or customers waiting in the showroom.
  • Report low inventory of office/showroom items to management.
  • Coordinate with sales staff to clarify product questions when needed.
• Administrative Support
  • Use Quick Books POS to look up products, check inventory, enter orders, and process simple transactions.
  • Maintain organized front desk space, paperwork, and customer literature.
  • Assist with minor administrative duties such as printing, scanning, organizing files, and receiving vendor deliveries in the office area.
  • Performance Expectations
    • Maintain a professional, friendly demeanor always.
    • Keep workspace and showroom areas clean and customers ready.
    • Ensure phone calls are answered promptly and accurately.
    • Display accuracy in data entry, scheduling, and communication.
    • Seek assistance from sales staff when product knowledge is insufficient.