Receptionist

J.J Taylor Distributing, Inc. - J.J. Taylor Companies, Inc. - National Equipment Dealers, LLC•Jupiter, FL

19d•Onsite

About The Position

GENERAL SUMMARY: Answers and directs telephone calls. Greets visitors at establishment, determines nature of business, and directs visitors to destination. Assists Office Administrator by providing support for the Jupiter office. Essential Duties and Responsibilities: Front Office & Visitor Management Serve as the first point of contact for the Corporate Office by answering and routing incoming phone calls, taking messages as needed, and greeting visitors while directing them to the appropriate destinations. Mail & Courier Management Handle all incoming and outgoing mail, including sorting, date-stamping, and distributing to appropriate departments; forward returned mail to the HR division. Prepare courier and overnight packages, applying proper postage and selecting the most cost-effective delivery methods. Office & Kitchen Supply Management Purchase and maintain adequate inventory of office, building, and kitchen supplies; ensure coffee machine functionality and regular restocking of snacks, drinks, and related items. Run miscellaneous errands and handle shipping/returns as needed. Office Oversight Assist with the care and upkeep of the Corporate Office and support the supervision of vendor-performed work. Secure doors to the Tap Room and north entrance at the end of the day. Office Appearance & Maintenance Ensure the reception area, Tap Room, kitchen, and storage closet remain clean and orderly; empty trash and recycling as needed. Meeting & Event Support Coordinate, order, and set up meals and snacks for meetings. Recordkeeping & Documentation Prepare and maintain company files for off-site storage. Distribute and maintain a log for subpoenas and legal documents. Scan incoming vendor insurance certificates and email them to insurance advisors. Directory & Contact List Management Update and distribute the Jupiter speed dial list and corporate phone lists as needed. Financial & Admin Support Code P-Card transactions for corporate executives. Additional Duties and Responsibilities: Performs any additional duties as assigned by Office Administrator.

Requirements

Able to work effectively in a multi-tasking environment.
Knowledge of telephone system.
Able to answer telephone in a friendly and professional manner.
Displays a friendly, professional and courteous manner at all times when interacting with customers, visitors or corporate personnel.
Able to listen attentively when others are speaking.
Displays sensitivity and patience when dealing with others.
Holds to high work standards. Is dependable and reliable.
Is proficient in Microsoft Office Applications
Possesses strong organizational skills, insight, and attention to details.
Excellent written and verbal communication skills.
Ability to maintain company confidentiality.
Associates Degree preferred.
Minimum of 2 years office administration experience preferred.
Switchboard experience helpful.
Must be able to sit for extended periods of time.

Nice To Haves

Associates Degree preferred.
Minimum of 2 years office administration experience preferred.
Switchboard experience helpful.

Responsibilities

Answers and directs telephone calls
Greets visitors at establishment, determines nature of business, and directs visitors to destination
Assists Office Administrator by providing support for the Jupiter office
Serve as the first point of contact for the Corporate Office by answering and routing incoming phone calls, taking messages as needed, and greeting visitors while directing them to the appropriate destinations.
Handle all incoming and outgoing mail, including sorting, date-stamping, and distributing to appropriate departments; forward returned mail to the HR division.
Prepare courier and overnight packages, applying proper postage and selecting the most cost-effective delivery methods.
Purchase and maintain adequate inventory of office, building, and kitchen supplies; ensure coffee machine functionality and regular restocking of snacks, drinks, and related items.
Run miscellaneous errands and handle shipping/returns as needed.
Assist with the care and upkeep of the Corporate Office and support the supervision of vendor-performed work.
Secure doors to the Tap Room and north entrance at the end of the day.
Ensure the reception area, Tap Room, kitchen, and storage closet remain clean and orderly; empty trash and recycling as needed.
Coordinate, order, and set up meals and snacks for meetings.
Prepare and maintain company files for off-site storage.
Distribute and maintain a log for subpoenas and legal documents.
Scan incoming vendor insurance certificates and email them to insurance advisors.
Update and distribute the Jupiter speed dial list and corporate phone lists as needed.
Code P-Card transactions for corporate executives.
Performs any additional duties as assigned by Office Administrator.