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Receptionist/Administrative Assistant

Company: Confidential
Location: Baton Rouge
Posted on: July 14, 2019

Job Description:

Overview:The Receptionist in many cases is the first and sometimes the only contact that outsiders have with the company. It is imperative that at all times this employee be friendly, helpful and portray a positive image of the Company. The Receptionist also works directly with the CFO and must maintain confidentiality in all aspects of those jobs duties. Of the responsibilities listed below, answering the phones, greeting guesst and portraying a professional image are of the highest priority.Responsibilities:-- Responsible for greeting all guests in a friendly manner-- Responsible for answering, screening and forwarding all incoming phone calls*This includes relaying any messages in a timely manner and ensuring that a caller does not need immediate assistance or that another party cannot be of assistance should the requested party not be available*Provides callers with information such as company address, directions to the company location, company fax numbers, company website and other related information.-- Executes general office duties such as filing, mailings, etc.-- Meter outgoing mail and order postage-- Sorting and distributing mail-- Assist with any office shipping needs, including creating mailing labels, preparing packages for shipment, arranging for pickup and monitor the package status once in route to destination-- Schedule copier maintenance as needed-- Responsible for updating and distributing extension, cell phone and email address list-- Responsible for ensuring that the overall facility is orderly, working with maintenance if there are issues-- Create weekly meeting agendas for various team meetings-- Schedule meetings as needed for Finance team-- Assist Finance team with data entry projects-- Assist Finance team and Management with special projects as requested-- Work with walk in applicants to complete job applications-- Document minutes of various meetings-- Work with Human Resources on setting up new hires-- Responsible for the ordering, receiving, stocking and distribution of office supplies for all employees at the respective sites-- Responsible for maintaining and logging use of the floater credit card, including collecting receipts upon retrieval of card-- Review all credit card expense reports and ensure that appropriate receipts are attached*Submit all credit card expense reports and related receipts to the CFO or other designated party for approval.*Match credit card expense reports to credit card bill and denote appropriate coding on credit card statement-- Reconcile accounts including fuel accounts-- Assist with monthly financial close out process as requested-- Assist with certain accounting functions, including accounts payable invoice indexing-- Create various accounting, bid and job folders with appropriate labeling-- Comply with all Company Core Safety Rules, policies and procedures.-- Report any unsafe conditions wherever they exist to the safety department, their supervisor, or the management of Trade Construction immediately.-- Report all incidents/accidents/injuries involving the health and wellbeing of any employee to management immediately.Qualifications:-- Excellent verbal and written communication skills-- Attention to detail-- Proactive, positive and professional nature-- Ability to perform tasks with discretion and poise and often confidentiality-- Self-motivated-- Proficient in Microsoft Word, Excel and Outlook-- Must be punctual at all times

Keywords: Confidential, Baton Rouge , Receptionist/Administrative Assistant, Administration, Clerical , Baton Rouge, Louisiana

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