First Impressions Coordinator - Speedwell Construction

Our office is seeking candidates to fill the First Impressions Coordinator position. Our ideal candidate has a pleasant demeanor and professional appearance. In this role, you will be the first person that staff, clients, and visitors see as they enter our office, so it is essential to create a welcoming atmosphere. You will also complete receptionist tasks, such as answering phones, preparing outgoing mail, and assisting with office administration. While some postsecondary education is a plus, we prefer candidates with administrative or clerical experience. Once you become familiar with our needs and client base, you may be asked to help us manage our social media platforms.

Essential Functions:

1. Provide primary phone coverage by answering incoming calls and directing them to the appropriate person with support from coworkers
2. Greet guests upon their arrival
3. Manage incoming/outgoing mail, UPS/FedEx shipments and distribute it to the office staff
4. Process outgoing checks
5. Enter miscellaneous invoices
6. Gather credit card receipts and reconcile the monthly statement
7. Manage the meeting minutes for the weekly/monthly meetings
8. Track and pay Sales/Use Tax monthly and enter miscellaneous invoices
9. Request new job-specific Certificates of Insurance (COIs) from the Insurance company as needed and manage the Certificates on file
10. Maintain office supply inventory by ordering and distributing items to appropriate locations.
11. Provide administrative support across multiple departments.
12. Provide support to the project assistant teams.
13. Assist the IT team with conference room support.
14. Assist in facilitating events and quarterly meetings.
15. Assist the sales and marketing team with logistical functions.

Competencies:

1. Interpersonal Skills: listen to others, maintain confidentiality, focus on solving conflict, and take ownership of the quality of your work.
2. Oral and Written Communication: speak clearly and positively, participate in meetings, seek clarification, and respond to questions. Able to read and write effectively.
3. Teamwork: able to build morale and group commitment to goals and objectives, balance team and individual responsibilities, support everyone's effort to succeed, and give and welcome feedback.
4. Professionalism: tactfully approach others and treat them with respect.
5. Customer Service: Listen to the customer's needs and respond appropriately, even in demanding situations. Respond to requests for assistance.
6. Planning/Organizing: Prioritize and plan work activities, use time efficiently, plan for additional resources if needed, and organize other people and their tasks.
7. Adaptability: adjust as the work environment evolves and deal with frequent changes, delays, or unexpected events.
8. Attendance/Punctuality: arrive at work or meetings consistently and on time.
9. Dependability: complete tasks on time and commit to long work hours when necessary to reach goals.
10. Initiative: volunteer readily, seek opportunities to increase responsibility, and pursue self-development activities.
11. Ability to recognize mistakes and apply lessons learned to future projects.

Supervisory Responsibilities:

This position doesn't have any direct supervisory responsibilities but may serve as a coach or resource for other company positions.

Work Environment:

The employee will be working in a busy office setting.

Physical Demands:

The Administrative Assistant spends long hours sitting at a desk. The employee spends most of their day using office equipment, which may cause eye or muscle strain. The employee will occasionally need to lift some office equipment, supplies, and materials (15 lbs.) Occasionally, you may need to bend, kneel, and crawl.

Position Type/Expected Hours of Work:

This is a non-exempt full-time position. The expectation is 40 hours per week, and the hours of work are Monday through Friday.

Travel:

The employee will primarily be at the office, occasionally traveling to run errands or attending educational training.

Required Education and Experience:

High School Diploma or equivalent

Proficiency in Microsoft Office

Preferred Education and Experience:

Previous administrative experience

Basic understanding of Information Technology

A strong interest in marketing, with experience or coursework in marketing principles, social media management, or promotional activities.

Work Authorization/Clearances:

The employee must be able to pass a pre-employment drug screening, background check, and Motor Vehicle Record review. The employee must have a current driver's license.

EEO Statement:

Speedwell Construction, Inc. is an Equal Opportunity Employer.

Other Duties:

Please note that this job description isn't designed to contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.