What are the responsibilities and job description for the RECEPTIONIST position at California Hydronics Corp?
RECEPTIONIST - Vancouver, WA
Job Summary
The Receptionist is responsible answering all incoming telephone calls and allocate them to the correct department in a timely manner. To greet visitors upon entering the main office, to ensure excellent Customer Service for both inside and outside customers.
Customer Service
- Provide excellent customer service to both internal and external customers.
- Take accurate information from caller and forward to appropriate department/personnel.
- Maintain company's voicemail greeting to ensure appropriate message is being accessed by our customers.
- Retrieve messages in the Company's general voicemail box and send to designated staff.
- Coordinate with Inside Sales Manager all telephone services when necessary.
- Greet visitors upon arrival in main office lobby in a professional and pleasant manner, and ensure they sign in and out of the visitor log.
- Maintain cooperative working relationship.
- Communicate in a clear, concise manner via verbal or written form with customers and the other departments within this organization.
Administrative
- Answer all incoming telephone calls within three rings and distribute calls accurately within seconds of initiation.
- Retrieve messages left in the company's voicemail box throughout the day and distribute accordingly.
- Administer incoming and outgoing mail.
- Assist with special mailings and special projects, which can be achieved without interfering with your telephone responsibilities.
- Assist the accounting department by folding and inserting invoices, debit memos, statements, credit memos, purchase orders and checks into envelopes for mailing.
- Maintain inventory for office supplies and kitchen.
- Order supplies for employees and note who placed the request.
- Provide copies of invoices.
- File, maintain, and rotate files to ensure that they are kept current.
- Maintain employee sign in/out sheet.
- Process all commission invoices, credits, and acknowledgements.
- Ensure kitchen is clean daily; on Friday notify kitchen duty staff that they are scheduled that day.
- Backup service coordinator when needed.
- Marketing
- Credit card transactions for training sign-ups.
- Prepping for classes, organizing materials, room clean-up, etc.
- Visitor schedules, lobby monitor updates for visitors, etc.
- Business card ordering.
- Literature and system syzer ordering and shipping.
- Database entry and updates.
- Assistance with holiday gif ordering.
- Safety
- Ensure that the emergency bag and employee sign in sheet is brought to the designated meeting location during a crisis or drill.
Competensies
- Flexibility.
- Communication Proficiency
- Collaboration Skills
- Customer/Client Focus
- Technical Capacity
No Supervisory responsibilities
No Travel is required for this position.
Required and Education Experience
- High School Graduate or GED required.
- Requires quick response to multiple incoming telephone calls and the ability to relay accurate messages within acceptable time limits form onset of initial call. Must communicate clearly and in a pleasant manner on the telephone and in person.
- General business, fluent in English communication skills including reading, writing and spelling.
- Pleasant personality and professional appearance.
- Must be dependable.
Preferred and Education Experience
- Preferred at least 6 months heavy telephone experience in a sales-oriented office.