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Job Description for Office Manager/Receptionist

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Status: Full Time

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Reports to: Company Ownership

Summary of job: We are looking for an office manager who will also serve as our customer service expert and receptionist.  This key position will be responsible for all office manager duties as well as receptionist duties such as greeting clients and visitors to our office. The office manager/receptionist will be in charge of answering the phones, taking messages, directing callers, customers, and technicians in the field to the right person, scheduling, and sorting and distributing mail, assisting all departments (sales, operations, finance, and service) with any administrative duties including but not limited to filing, word processing, and data entry, and keeping the office tidy and well-stocked. To be successful in this role, you will need excellent written and verbal communication skills, outstanding customer service skills in person, in writing, and over the phone, as well as competency in Microsoft Office applications such as Word and Excel. 2 years of experience and success as an office manager and prior successful experience as a receptionist for a customer service-oriented company is required.  Self-managed organizational skills, punctuality, and reliability are required. 

 

Salary: Starting at $20/hr - $22/hr depending on experience, quality of experience, knowledge, skills, and abilities directly related to the position. 

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Relocation: Relocation is NOT available for this position.  Candidates must live near (within 45 minute commute in rush hour traffic) or in Piedmont, SC and have reliable transportation to and from work daily.  

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Major Responsibilities

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• Promptly and professionally answer incoming phone inquiries.

• Assist customers regarding basic information for their customer accounts.

• Utilizing a phone script questionnaire to take detailed information for new customer leads and passing information along to the appropriate sales or service persons.

• Enter customer information/job information into customer database.

• Create, schedule and confirm daily job appointments from company ticketing software and calendars.

• Receive, sort, and distribute all mail and packages.  Meter postage, create shipping labels, and ship outgoing packages.

• Receive and log new parts inventory and sort according to correct job. 

• Ensure all areas of the office are tidy, clean, and well stocked with supplies at the end of each day.

• Maintain a professional and friendly demeanor, organized and neat workspace, and attention to personal presentation details at all times as the first voice/face of the company for callers and visitors.

• Assist all departments as needed.

• Ensure office supplies are stocked.

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Position Qualifications

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Must have at least 2 years of directly related experience preferred, including:

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• Associates Degree or Bachelors Degree (High School diploma accepted with 5+ years of experience and steady employment history)

• Knowledge of standard office management systems and procedures

• Working knowledge of office equipment such as multi-line phone system, printers, copiers, scanners, and fax machines, with ability to independently troubleshoot as needed (remove paper jams, replace toner, refill paper, etc.)

• Proficiency in Microsoft Office applications, such as Word, Excel, PowerPoint, Outlook, and Access

• Proven ability to manage time efficiently and effectively, and prioritize work

• Great problem solving skills

• Professional, friendly, and clear written and verbal communication skills for phone answering, writing emails, writing letters, and formatting documents 

• A knack for organization and having a system for staying organized

• Excellent phone voice - ability to speak clearly and audibly with proper grammar

• Ability to write with correct grammar and knowledge of and experience writing professional correspondence properly and completely

• Personable and pleasant demeanor with coworkers and ability to get along with others

• Must have reliable transportation

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Work Requirements/Conditions

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• High attention to detail

• Care of personal appearance, hygiene, and first impressions

• Clear speaking voice, good communication, knowledge of and proper use of English grammar both verbal and written within a business setting

• Ability to prepare ahead for morning rush hour traffic to work, punctuality, and reliable attendance

• Ability to sit at a desk for long periods of time

• Ability to lift up to 20 pounds

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