Answer incoming calls with professional courtesy in a timely manner, in accordance with established procedures.
Handle multiple calls when necessary.
Determine the purpose of calls by using established screening methods.
Forward calls, take messages, page or offer voice mail when appropriate personnel is unavailable.
Retrieve messages from voice mail and forward to appropriate personnel.
Greet and assist customers, vendors, applicants and all other visitors entering the front lobby in a professional, timely and helpful manner. Determine the nature of business, and announce visitors to appropriate personnel. Ensure the professional and courteous atmosphere in the lobby at all times. Make sure that all visitors business is completed
Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
Write new orders, create acknowledgement, and send to customer. Make revisions as required. Enter new orders and customer details into Sage MAS90 program, and perform close of day procedures ensuring accuracy of the order at each step. Maintain the invoice files.
Communicate with forwarding companies to schedule export shipments and prepare all relevant documentation.
Weigh outgoing mail to determine correct postage, stamp outgoing mail using postage meter.
Verify accuracy of Accounts Payable checks by comparison to statement or vendor invoice. Prepare AP checks for signature and mailing.
Complete all filing accurately and in a timely manner. Organize the office for efficiency; organize and maintain filing systems; archive and store aged documents and reports. Distribute incoming faxes and emails to appropriate personnel.
Prepare business correspondence as directed. Compose correspondence with proper format, grammar, punctuation and spelling.
Support other departments with light administrative, data entry and research work as assigned.
Maintain high level of confidentiality in every aspect of the company s business activities, financial information, its employees, employment activity and applicants, customers, vendors and visitors.
Effectively deal with changing demands and priorities, and work with minimal supervision. React well under pressure and manage competing demands. Develop alternative solutions;