Administrative Assistant -Receptionist

Administrative Assistant -Receptionist Valley City Sign - 3.4 Comstock Park, MI Job Details Full-time 1 day ago Benefits Health savings account Health insurance Dental insurance 401(k) Paid time off Vision insurance Life insurance Retirement plan Qualifications Google Workspace Microsoft Excel Customer service Basic math Filing Administrative experience Multi-line phone systems Clerical experience Office experience Full Job Description Administrative Assistant/Receptionist

OVERALL SUMMARY

We're searching for an Administrative professional to provide support to our organization. You will be responsible for interacting with team members throughout the company. Comfortably communicating with customers, vendors, and visitors while flawlessly handling any necessary details. Your attention to detail, efficiency and flexibility to accommodate the different work streams make you an invaluable team member. The ideal candidate will have experience handling a multi-line phone system, have general office experience and ability to multi task. They should be well organized and comfortable with front desk services, administrative and clerical work. Lastly, this individual should be comfortable reviewing quotes, estimates and proposal information.

RESPONSIBILITIES

• Route phone calls to appropriate persons
• Maintain Mitel phone system
• Set up new customers in Great Plains & Salesforce
• Review documents for accuracy and completeness
• Respond to emails and document requests
• Annual review of customer credit terms

REQUIREMENT

• 3-5 years' equivalent experience
• Proficient in Google Workplace
• Experience in prioritizing and administrative coordination
• Well organized, detail-oriented and able to multitask with follow-up skills
• Strong written and verbal communication skills
• Ability to pass a background check, physical and hair follicle drug screen test

ABOUT US

Valley City Sign Company builds signs that effectively express our client brands. Our people are growth-minded, passionate about the work we do and live our values. Valley City Sign Company is an exceptional company because we hire exceptional people. We are a custom sign manufacturer with over 70 years of industry leadership. Our services include project management, design, engineering, manufacturing, installation and service. Our work can be seen across the nation. We are nationally known and locally preferred.

RECEPTIONIST SUMMARY

Performs all of the responsibilities and duties of a Receptionist-Office Assistant. Reports to the Controller.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Answer phone; route calls to the appropriate persons
• Maintain the Mitel phone system - add/delete/update user; update features
• Open and distribute mail and website email
• Schedule UPS pickups for office personnel as needed
• Greet and assist applications for job postings
• Set up new customers in Great Plains and Salesforce
• Enter customer quotes in Great Plains
• Review and verify all quotes for accuracy; make changes as necessary
• General Office and secretary responsibilities
• Operate and maintain office equipment
• Monitor office supply levels and requisition as needed
• Maintain Customer Filing System
• Annual purge of closed quotes and orders
• Create Colorbar folders
• Close out unsold jobs in Great Plains and Salesforce
• Do final check on closed orders - route to appropriate person if inspections needed, or file if complete
• Perform annual review of customer credit terms
• Create Service Orders as needed
• Assist sales and other office personnel as needed
• Daily sales report of quote and orders
• Train others in VCS procedures
• Filing

SUPERVISORY RESPONSIBILITIES

This job does not require the direct supervision of other employees.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE

High school diploma or general education degree (DEG); or three to five years related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS

Ability to read and comprehend simple instructions, short correspondence and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to clients, customers and other employees of the organization.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio and percent, and to draw and interpret bar graphs.

REASONING ABILITY

Ability to apply common sense understanding to carry out detailed but involved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS

None.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit. The employee is occasionally required to stand. The employee is required to use a computer, phone and other office equipment.

WORK ENVIONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions. The noise level in the work environment is generally quiet.

CONFIDENTIALITY

The nature of the work may involve handling sensitive and personal information, which must be kept strictly confidential. Information should not be shared with unauthorized persons, nor should it be used for personal gain. Violation of this requirement will not be tolerated.

Job Type:

Full-time Benefits:

401(k) Dental insurance Health insurance Health savings account Life insurance Paid time off Retirement plan Vision insurance Application Question(s): Describe your Excel experience: (1) What is your skill level? (2) What percent of your work day is spent using Excel?

Experience:

Microsoft Excel:

2 years (Required) Customer service: 1 year (Preferred)

Work Location:

In person