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Job Description
Role Overview We are seeking a highly organized and reliable Receptionist / Administrative Assistant to join the All-Tech Fuel Systems team. As the first point of contact for our office, you will provide essential administrative support to our management, project managers, and construction / technician field staff. Because we specialize in commercial fuel oil systems, process piping, and storage tanks, we need a proactive team member who can help keep our daily office and construction operations running efficiently. We need to ensure all documentation and process are followed daily. Must have experience in a similar position.
Daily Workflow Morning:
Open the office, review overnight phone messages, sort incoming mail/deliveries (including construction documents or parts), and prep the front desk.
Ongoing Operations:
Answer incoming calls, route vendor and subcontractor inquiries, manage the general email inbox, and maintain office supplies.
Project Support:
Assist Project Managers with document formatting, creating and filing submittals, processing vendor invoices, and organizing safety or compliance paperwork. Whatever the department needs from this position.
End of Day:
Ensure all outgoing mail and packages are sent, secure the front reception area, and log daily administrative tasks. Key Responsibilities Reception & Front Office Greet clients, vendors, and subcontractors with a professional and welcoming demeanor. Answer, screen, and forward incoming phone calls to the appropriate department or sister company. Receive, sort, and distribute daily mail and package deliveries. Maintain a clean, organized, and secure front reception area and conference room. Administrative & Project Support Provide general administrative support, including data entry, filing, scanning, and copying. Assist the Project Management team with organizing construction documents, shop drawings, submittals, and closeout paperwork. Help with getting meetings created and tasks in the right hands as they are requested. Help track and order office supplies, ensuring the team has what they need to operate efficiently. Assist in scheduling meetings, coordinating calendars, and booking travel or site-visit logistics as required. Perform basic data entry for invoicing, purchase orders, or job-costing as directed by the management team. Call customers for collections on invoices owed
Qualifications & Skills Experience:
2-5 years of experience as a receptionist, administrative assistant, or office manager. Experience in a construction, manufacturing, or industrial office setting is a strong plus.
Communication:
Excellent verbal and written communication skills with a professional, clear phone etiquette.
Tech Savvy:
Proficient in Microsoft Office Suite (Word, Excel, Outlook). Ability to quickly learn basic project management or accounting software.
Organization:
Strong multitasking and time-management skills, with an ability to prioritize tasks in a fast-paced environment.
Team Player:
A positive attitude and a willingness to step in and help other departments when needed.
