Front Desk / Receptionist

This job is posted on behalf of CLT Recruiters.

Front Desk / Receptionist

CUSTOM HOME BUILDER • MONMOUTH COUNTY, NJ • OFFICE ADMINISTRATION

ABOUT THE ROLE

Our client is a custom home builder in Monmouth County, New Jersey, with more than thirty-five years of new homes, additions and major renovations for affluent homeowners along the shore and inland. New homes run $5–10 million and remodels $500,000–$3 million, and roughly eighty percent of the work comes through referral and repeat clients. The front desk is the first voice a client, architect or subcontractor hears and the person who keeps the office running: phones and reception, calendars, mail, the shared drive, subcontractor paperwork, clerical support to billing, and the supplies and vendors that keep the building working. It is a full-time, in-office role for someone organized, dependable and discreet who works from a checklist and gets it right the first time. the company will train the systems.

KEY RESPONSIBILITIES

• Phones and reception: answer every call with the company greeting, route it to the right department, take complete messages, and enter new lead calls into the CRM. Greet clients, subcontractors, vendors, inspectors and deliveries, and keep the reception area and conference room client-ready.
• Scheduling: maintain the company and conference room calendars and the office time-off calendar; coordinate vendor scheduling for job sites and company vehicle maintenance.
• Mail and document intake: sort, date-stamp and distribute mail daily; process and track outgoing mail and shipments; log package and sample deliveries.
• Filing and records: maintain the shared drive structure and naming conventions; open new job folders at the sales-to-production handoff; scan plans and permits to the right project folder; track subcontractor certificates of insurance, W-9s and agreements and request renewals before they expire; file and archive project paperwork.
• Administrative and billing support: enter material invoices and payroll hours, match invoices to vendor statements, AP/AR clerical entry in QuickBooks as directed by Billing, prepare and track purchase orders, collect weekly timesheets, assemble client closeout binders, and coordinate permit documents with subcontractors.
• Office operations and events: monitor and reorder office, kitchen and print supplies; coordinate equipment, phone, internet and facility service; support new-hire paperwork and setup; assist with three to four company events a year; keep the office and design center tidy.

QUALIFICATIONS

• Two or more years of front desk, receptionist or administrative support experience. A construction, trades or home-services office is a plus, not a requirement.
• A professional phone presence and clean written communication.
• Outlook, Word and Excel; comfortable learning new software quickly. QuickBooks or CRM exposure is helpful.
• Accurate data entry, working to a documented checklist.
• Dependable attendance, and discretion with confidential information.

BENEFITS

• Medical coverage after ninety days, with the company contributing $500 per month toward the premium.
• 401(k) after one year of service: contribute at least 5% of pay and the company contributes up to 4% of annual pay at year end.
• Eight paid holidays after three months of service, normally New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day and the Friday after, Christmas Eve and Christmas Day.
• Paid vacation: five days after three months of service, rising to ten days after three years, twelve after seven, fifteen after ten and seventeen after fifteen.
• Up to forty hours of paid sick leave a year under the New Jersey Paid Sick Leave Act.
• Annual company events

Location: Monmouth County, NJ Schedule: Full-time, in office, Monday to Friday Reports to: Office leadership

Represented exclusively by CLT Recruiters LLC. The employer is not named at this stage and will be disclosed when we speak.