Office Receptionist
London, ON
Full-timeAbout This Job
Paul Davis London/Huron Perth
JOB DESCRIPTION – OFFICE ASSISTANT/RECEPTIONIST
Overview: The office assistant is responsible for assisting the office manager with all of the office operations as directed and assigned. They are also responsible for answering the phones in a timely and professional manner.
Duties:
•
Phone duties
•
Answer incoming calls within three rings
•
Transfer calls and take messages
•
Take information for new claims
•
Customer service responsibilities
•
Coordinating with production for updating customer on status of scheduling
•
Thank you notes to completed projects
•
Greet visitors
•
Administrative duties
•
Prepare office files
•
Prepare production files
•
Prepare cleaning files
•
Entry of all loss information into file management software
•
Hand off files to assigned estimator
•
Mail
•
Sort and distribute mail
•
Prepare outgoing mail
•
Prepare shipments and arrange for pick up and delivery
•
Prepare, sort and deliver bulk mail
•
Files/Mailing lists
•
Maintain customer files on the computer
•
Maintain mailing lists-customer, insurance, etc.
•
Coordinate direct mailing
•
Filing
•
Cataloging and archiving old file as they are closed out
•
Updating office files with current information
•
Updating operations files
•
Operations
•
Subcontractor files
•
Gather Insurance certificates
•
Update certificates as they come due on a monthly basis. Subcontractors should be contacted before their certificates expire.
•
Send and collect W-9
•
Update W-9’s on a yearly basis
•
Maintaining subcontractor files
•
Archiving old invoices on a yearly basis
•
Maintaining current subcontractor lists
•
Send and receive facsimiles as directed
•
Updating operations lists
•
Suppliers/Vendors
•
Ordering all supplies as related to office production and cleaning per directed
•
Maintaining and updating current supplier list
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Maintaining current invoices and archive every 90 days
•
Minutes for company meetings
•
Take detailed notes from meetings
•
Type and distribute
•
Maintain source notebook
•
Type and prepare agenda as necessary
•
Typing
•
Type letters as delegated
•
Assistance with entering estimates as required
•
Preparing invoices as delegated
•
Assist with data entry for time cards, invoices and purchase orders as needed
•
Miscellaneous Duties
•
Print and distribute digital photographs
•
Disburse scopes and estimates as directed
•
Monitor inventory for office supplies and pre-printed documents
•
Run errands and pick up office supplies as needed
•
Reports to the Office Manager
Required Paperwork:
•Time card
Time card
Job Type: Full-time
Benefits:
•
Dental care
•
Extended health care
Schedule:
•
Monday to Friday
•
On call
Work Location: In person
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