Receptionist

Job Description:

JOB PURPOSE:

Provide clerical and administrative support to the operations and support departments at the respective plant . Answer phones and direct calls, greet visitors, schedule meetings, & provide customer service/support to office staff .

DESCRIPTION OF ESSENTIAL DUTIES:

• Manage/screen multiple (currently 12) incoming phone lines in a professional and courteous manner always.

• Direct calls, page staff, take & deliver phone messages.

• Professionally greet visitors including customers, employees, vendors, clients, and applicants

• Maintain visitor/security card/client log in sheets.

• Manage Certificate of Liability forms for critical suppliers, vendors, & employees

• Manage company Drivers logbook by obtaining drivers licenses and proof of insurance.

• Operate office equipment: printers, scanners, laminators, and fax machines.

• Reserve conference rooms/set up for meetings.

• Organizes and schedules office activities, including meetings, and conferences, as well as department/plant activity assistance as needed.

• Coordinate, order and pick up lunch for occasional meetings such as Years of Service, Department Meetings, and Customer visits . Assist with set up/tear down for various meetings (sales meetings, plant/department meetings, and other guest meetings). Reserve facilities for company functions

• Assist applicants in the application process . Connect interviewee with appropriate manager/supervisor .

• Schedule interviews, conduct interview paperwork/personality testing with candidates , prepare bump caps for new employees.

• Maintains office supply and plant apparel inventories regularly.

• Collaborates with other office assistants and cooperates with executive assistant to handle requests from Senior Managers.

• Support staff for other departments as needed for projects, tracking, etc.

• Make travel/hotel arrangements as needed.

• Provide customer service to production staff, connecting them to the appropriate department , replacing and ordering supplies, etc.

• Creates purchase requisitions for office, cleaning, safety supply orders and research new deals and suppliers for cost savings.

• Pick up break room supplies, occasional QA supplies, Kleenex (etc.) from local vendors as needed.

• Maintain petty cash.

• Send out employee Birthday/Anniversary cards

• Picks up, drops off, sorts, and delivers mail daily to/from Post Office and runs other errands as needed.

• Coordinate items for delivery for couriers

• Water plants

• All other duties as assigned.

QUALIFICATION REQUIREMENTS: ( To perform this job successfully, and individual must be able to perform each essential duty satisfactorily . The requirements listed below are representative of the knowledge, skill, and/or ability required).

• Education: High school diploma or GED equivalent . A minimum of 2-year associate degree preferred.

• Experience: Minimum of 2 years related clerical/receptionist/customer service experience required

• Personal characteristics to include, professionalism, honesty, integrity, responsibility, and dependability.

• Intermediate skills of Microsoft Office applications, including Excel and PowerPoint, required

• Willing to work in a team environment and contribute to group goals.

• Ability to work independently, with minimal supervision.

• Excellent verbal and written communication skills

• Excellent time management skills and ability to prioritize work.

• Ability to receive and provide instructions in a positive manner.

• Attention to detail and problem-solving skills.

• Ability to work with all employees in a professional, courteous, and understanding manner.

• Ability to maintain confidentiality as a condition of employment.

• Ability to use good judgment to make independent decisions.

• Basic math skills to include ratios, percentages, addition , subtraction, etc.

• A minimum amount of overtime may be required .

PHYSICAL DEMANDS : ( The physical demands described here are representatives 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 perform the essential function . The phrases occasionally, regularly, and frequently correspond to the following definitions: occasionally means up to 25% of working time, regularly means between 26 and 75% of working time, and frequently means 76% and more of working time.)

The employee is required to talk and hear . The employee is frequently required to sit and use their hands and fingers, to handle or feel, to manipulate keys on a keyboard and view data on a computer screen . The employee is occasionally required to stand, climb stairs, walk , reach with arms and hands . Vision abilities required by this job include close vision.

WORK ENVIRONMENT : ( The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job . Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions).

Normal amount of overtime or extended work hours required . Moderate noise (examples: business office with computers and printers, light traffic, plant background noise) . The job is performed under a generally hazard free environment.

The above statements reflect the general details necessary to describe the principal functions of the occupation described and shall not be construed as a detailed description of all the work requirements that may be inherent in the occupation.

The above statements reflect the general details necessary to describe the principle functions of the occupation described and shall not be construed as a detailed description of all the work requirements that may be inherent in the occupation.

Alphia is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.