Front Desk Receptionist | General Heating and Air Conditioning

Front Desk Receptionist

General Summary:

Responsible for assisting in many office functions including answering multi-line telephone system and greeting visitors, handling mail, providing clerical support and data entry for office employees.  Accounts payable functions.

Principal Accountabilities:

  • Answers and screens all incoming phone calls, forwarding to appropriate party, paging, taking messages when necessary.
  • Greets all visitors and notifies party that visitor(s) has arrived. Provides employment information to “walk-ins” seeking employment.
  • Receives, opens and stamps all incoming mail and distributes accordingly. Organizes and stamps all outgoing mail.
  • Prepares and balances daily cash deposit.
  • Responsible for mailing of service invoices, accounts payable checks, newsletter, monthly statements, collection letters, party invitations, etc.
  • Completes miscellaneous data entry, typing, copying, faxing, filing, scanning, organizing and distributing for the office staff when needed. Routes incoming fax transmissions.
  • Imports scanned A/P invoices, completes workflow cover sheet and forwards for costing.
  • Responsible for the upkeep and neatness of copy area, supply room, conference room, and reception area.
  • Performs additional duties as assigned by supervisor.

Knowledge, Skills and Abilities Required:

  • Requires a comprehensive understanding of the Company’s organizational structure to refer calls and distribute mail effectively.
  • Requires courteous, professional and diplomatic behavior when interacting with internal and external contacts.
  • Requires good word processing skills and data entry accuracy.
  • Minimum of a High School degree and some post secondary education desirable.
  • Strong English and oral communication skills required.

Description of physical working environment:

  • Normal office environment. Routinely works from a sitting position with a computer.  Repetitive typing and computer use required.  Regular bending, twisting, and light lifting is common.