- Document control (new hire/personnel files/training logs/certificates/etc.)
- Create, edit, sort, and assemble project specific folders/documents as directed.
- Maintaining various Google Sheets & excel based workbooks
- Cross-train to assist and backup administrative tasks as needed.
- 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 including filing, typing, scanning, photocopying, faxing, sorting and distributing incoming mail, facsimiles, 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 vis-versa
- Keeps track of location personnel (if they are within the office or not) to accurately notify them of calls, visitors, etc.
- 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 employee may regularly lift and /or move up to 10 pounds, and occasionally lift and/or move up to 30 pounds.
- Specific vision abilities required by this job include Close vision and Distance vision.
- While performing the duties of this Job, the employee is regularly required to stand; use hands to finger, handle, or feel; reach with hands and arms and talk or hear.
- The employee is regularly required to walk and sit; climb or balance and stoop, kneel, crouch, or crawl (for purposes of filling photocopier/printers).
- As the employee maintains and orders supplies for the office, the employee is occasionally required to reach above shoulder height to access storage cabinets and mail cubicles.
- Regular and routine attendance, occasional mandatory overtime as required.
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Receptionist - Costa Mesa, United States - ACCO Engineered Systems
Description
JOB SUMMARY:
Under the daily direction of the Field Operations Coordinator this role is supporting the Plumbing Group field and office operation administrative tasks.
ESSENTIAL FUNCTIONS:
EDUCATION AND EXPERIENCE:
ACCO COMPETENCIES:
PHYSICAL REQUIREMENTS:
(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 perform the essential functions.)
HOURS:
Monday through Friday beginning between 6:00 am and 7:00 am and ending between 4:00 pm and 5:00 pm, with one hour for lunch. Eight hours per day is required, and occasional overtime may be necessary due to business needs.
Competitive Wages:
$18.87 to $20.43 per hour. Applicants please note that actual compensation is determined by several factors that are unique to each candidate, including but not limited to job-related skills, depth of experience, certifications, relevant education or training, and specific work location, among others. The offered wage or salary is only one aspect of an employee's total compensation.
#ACCO
