Receptionist / Office Administrator

Receptionist & Office Administrator
Location: Mobile, AL
Full time 7:30-4:30
 
Position Overview: The Receptionist & Office Administrator plays a crucial role in ensuring the smooth operation of the company by delivering outstanding guest service and providing administrative support. Reporting to the Office Manager, this role involves managing phone communications, greeting guests, overseeing mail and deliveries, handling office supplies, and offering general support to the team.
 
Key Responsibilities:
 

• Answer incoming calls, handle transfers, and take messages.
• Promptly check and respond to voicemail messages.
• Monitor and reply to email inquiries in a timely manner.
• Greet and assist guests upon arrival.
• Accompany guests to their destinations and offer needed assistance.
• Handle guest inquiries and ensure their needs are met.
• Receive, sort, and distribute incoming mail and packages.
• Facilitate the timely delivery of packages to recipients.
• Maintain organized records of mail and package distribution.
• Conduct bank transactions, mail runs, and other errands as required.
• Track inventory levels of office supplies and reorder as necessary.
• Coordinate maintenance and repair of office equipment.
• Ensure daily operations are supported with necessary supplies and equipment.
• Assist with document scanning, copying, and distribution.
• Organize office events, meetings, and appointments.
• Follow up on outstanding tasks or requests for timely completion.
• Maintain accurate timesheets and manage calendar invitations.
• Distribute subcontractor checks and gather signatures for lien waivers.
• Coordinate company birthday/holiday celebrations
• Process credit applications and maintain job lists.
• Support project managers with various tasks and address vendor payment inquiries.

 
Qualifications:

• High school diploma or equivalent.
• Previous experience in a receptionist or administrative position is preferred.
• Excellent communication and customer service skills.
• Strong organizational and multitasking capabilities.
• Proficiency in Microsoft Office Suite and familiarity with office equipment.