Receptionist, Administrative​/Clerical

General Job Description

Under the daily direction of Leadership this role is supporting the assigned group with office operation administrative tasks.

• Document control (new hire/personnel files/training logs/certificates/etc.)
• Maintaining various Google Sheets & excel based workbooks
• Cross-train to assist and backup administrative tasks as needed.
• Create, edit, sort and assemble project specific folders/documents as directed.
• Send and receive correspondence via U.S. mail, Tricor, messenger, U.P.S., Federal Express, etc.
• Office printing and external printing orders with ACCO printing service vendors
• Assist in making travel arrangements for the department.
• Assist with the scheduling of meeting spaces as well as ordering lunches or other needed preparation activities for meetings as needed.
• Assist with client lunch & learns, presentation preparation and marketing events
• Help onboard new hires (ordering business cards, uniforms, supplies, etc).
• Word-processing, general correspondence, office memos and notifications.

• Collaborate with the Facilities supervisor and notify him of building maintenance items (janitorial, pest control, phones, printers, plotters, internet, IT, equipment etc.), building repair request, requests for access to secure areas including keys, sign-in/out sheets.
• Monitor and order office (stationary, paper plotter/printer machines, etc.), kitchenette (coffee and water service, cafeteria supplies/utensils) and pipe shop supplies, as needed.
• Partner with Facilities to maintain Key fob management for the Commerce office.
• General clerical duties include filing, typing, scanning, photocopying, faxing, sorting and distributing incoming mail, facsimiles, etc.
• Keeps track of location personnel (if they are within the office or not) to accurately notify them of calls, visitors, etc.
• This position will act as ACCO's "Director of First Impressions", greeting office visitors, answering incoming telephone calls, and directing visitors/callers in a professional manner reflecting the ACCO brand.
• Receptionist duties such as answering the telephone in a prompt, friendly, pleasant & professional manner.
• Forwarding calls to the appropriate person at the Commerce location or directing the caller to the proper office.
• Transferring of phone calls to the after-hours on-call service agency and vice-versa

• Extensive computer knowledge
• Microsoft Office including MS Word and MS Excel Word
• Able to utilize applications on handheld devices
• Able to utilize google applications including Gmail, Google Calendar and Google Docs.
• Internet - Provide detailed data searches and online applications (e.g. Fed Ex Delivery and ordering of products).
• Well organized
• Ability to multitask
• Able to work effectively in a team environment
• Team player, goal oriented
• Ability to handle pressure and hectic pace
• Good written communication skills
• Able to communicate effectively over the phone and in person
• Experience in the contracting or construction fields preferred, but not required
• One year of Receptionist and office Admin assistance or equivalent preferred
• Able to demonstrate strong customer service skills with both internal and external customers
• High School Diploma (Or equivalent) required
• Punctuality is essential to the successful execution of this position

• Proactivity / Initiative:
  Recognizes what needs to be done and accomplishes it in a manner appropriate for one's level/position and with minimal supervision.
• Perseverance:
  Shows the wherewithal to fight for difficult goals despite challenges and to bounce back from adversity.
• Insight:
  The ability to gather and make sense of information that suggests new possibilities.
• Engagement:
  Shows a knack for using emotion and logic to communicate a persuasive vision and connect with people.
• Teamwork:
  The ability to effectively work toward common goals with others by supporting, encouraging, and sharing information in an authentic and approachable manner.
• Big Picture:
  Understands and contributes to organizations' short- and long-term business strategy. On a personal level has independently developed a vision for short- and long-term career success.
• Motivation / Dedication:
  Commits to excellence in pursuing unselfish goals. Initiates action with collective goals takes responsibility and shows personal humility.
• Technical Curiosity / Willingness to Learn:
  Interest in seeking out new experiences, knowledge, and candid feed, back; demonstrating an openness to learning and change.
• Problem-Solver:
  Ability to identify, analyze, and solve a problem in support of personal, group, department, or organizational objectives.

(The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to…