Receptionist, Administrative​/Clerical

Overview

Innovative Mechanical & Design (IMD), a Legence Company IMD is a full-service heating, cooling, plumbing and repair company offering comprehensive turnkey solutions. Our experienced team aspires to build, design, and create the resolutions you need using intelligent, creative methods that both meet and exceed industry standards. Together, we collaborate on each project to offer a “think out of the box approach” to solutions because we believe in assisting our clients with options and quality consultations.

Responsible for receptionist and clerical work for office personnel and scanning of all documents. This position requires enthusiasm and a positive attitude as you are a reflection of the company, as well as attention to detail. Responsible for the upkeep of communications via phone, fax, and email. Tasks are normally accomplished within well-defined procedures and time limits with occasional non-routine work involved.

Organization, initiative, and time management skills must be exercised in work related tasks.

• Degree preferred but not required, 1-3 years of experience in related area.
• Proficient in Microsoft applications
• Proficient in the use of phone system, copiers, fax machines and other general office equipment.
• Ability to work at computer for extended periods of time.
• Must be able to use a multi-line phone system.
• Must be able to file using alpha and numeric systems.
• Must be able to lift 25 lbs.
• Must maintain a valid driver’s license and be insurable through Yearout auto insurance.
• Must be able to maintain high level of confidentiality.
• Position requires enthusiasm and a positive attitude as you are a reflection of the company.
• Position requires paying close attention to detail, and the ability to stay focuses for long periods of time.
• Effective verbal and written communication skills.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Greets incoming people at the front receptionist area.
• Answers and distribute all incoming phone lines within 3 rings.
• Responsible for scanning, indexing, and routing all documents including but not limited to invoices, statements, receipts, payment stubs, certificates of insurance, timecards, and other miscellaneous items into our system daily. Scanned items will then be attached to their related items, utilizing Sage Paperless.
• Maintains inventory of hard hats, safety glasses and vests for newly hired field personnel.
• Emails incoming faxes to the addressed personnel as soon as they arrive.
• Maintains all aspects of the incoming and outgoing mail and postage machine.
• Coordinates Fed Ex, UPS, and US Postal Service shipments.
• Maintains shipping supplies for Fed Ex, UPS, and US Postal Service.
• Prepares & maintains an accurate office supply inventory.
• Logs all incoming plans, submittals, etc. for tracking and notifies office personnel of delivery.
• Performs small housekeeping chores around the office.
• May make deliveries, pick-ups, and miscellaneous errands for the office.
• Maintains the front office in a neat, orderly manner at all times.
• Assists specific Managers with various clerical duties and special projects as directed.

• Clerical – Knowledge of administrative and clerical procedures and systems, such as word processing, spreadsheet maintenance, managing files and records, and other office procedures and terminology.
• English Language – Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition and grammar.
• Customer and Personal Service – Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Computers – Knowledge of computer software, including applications.
• Administration and Management – Basic knowledge of business and management principles, and resource allocation.
• Writing – Communicating effectively in writing as appropriate for the needs of the audience.
• Active Listening – Giving full attention to what other people are…