Receptionist / Administrative Assistant

We are seeking a welcoming and organized individual to join our team as a Receptionist / Administrative Assistant. In this role, you will be the primary point of contact for our office guests and a facilitator for getting people help with routine and special tasks that allow our office to function efficiently and effectively. This role is crucial in ensuring the smooth operation of our administrative functions, particularly in daily plant reports, aggregate ticket reporting, and invoice processing. This position requires time management skills and excellent communication skills and a high level of trustworthiness in handling sensitive information.

Responsibilities:

• Phone Etiquette: Answer incoming phone calls with professionalism and courtesy, directing calls to the appropriate departments or individuals. Issuing Purchase Order Numbers to field employees.
• Front Office Management: Maintain the front desk area and conference room in an orderly and organized fashion to create a welcoming and efficient environment.
• Visitor Hospitality: Warmly greet all visitors and guests, ascertain their needs, and escort them to their intended destinations within the facility.
• Meeting Support: Assist in the preparation of corporate meetings, including room setup, coordination of catering and food orders, and ensure all necessary materials are available.
• Mail and UPS: Daily distribution of mail and packages to the appropriate parties and handling outgoing mail and UPS needs for the office.
• Aggregate Tickets: Processing daily received aggregate tickets and daily reporting
• Daily Lease Truck Reports (DLTR): Processing daily received subhauler truck time reports and meeting daily deadlines
• Asphalt Plant Reports: Daily and Monthly reports for two asphalt plants. Contacting the plant to reconcile any discrepancies. Making sure these reports are filled out correctly and in a timely manner.
• Adaptability: Be willing to take on additional tasks and responsibilities as requested by management, demonstrating flexibility and a proactive attitude.
• Daily Direct Invoicing Reconciliation (DDIR): Manage and reconcile daily direct invoices. Ensure all invoices are accurately entered and filed. Work with relevant departments to resolve any discrepancies.

General Administrative Support:

• Assist with scheduling, correspondence, office upkeep, and other clerical tasks.
• Keeping inventory on office supplies and safety supplies
• Maintain organized filing systems and office records.
• Provide support to management and other departments as needed.
• Requirements:
• High school diploma or equivalent; additional qualifications in office administration are a plus.
• Proficiency in MS Office (MS Excel and MS Word, in particular).
• Strong interpersonal and communication skills, both written and verbal.
• Professional demeanor and appearance.
• Ability to multitask and work efficiently in a fast-paced environment.
• Excellent organizational skills and attention to detail.

   

  Key Competencies:

• Ability to keep track of multiple tasks and deadlines, ensuring all responsibilities are completed accurately and on time.
• Meticulous in reviewing documents and data to ensure accuracy and compliance.
• Clear and effective in conveying information and resolving issues.
• Proactive in identifying issues and finding solutions.
• Handle sensitive information with integrity and discretion.

 

Posted On: Monday, June 30, 2025
Compensation: $18.00 - $20.00 per hour DOE