Spectrum Collision

Position:

RECEPTIONIST

Reports To:

Business Manager

FLSA Status:

   Exempt     X   Non-Exempt

• Answer incoming phone calls, directs caller to appropriate department or individual or takes a thorough message.

• Greet all in person guests promptly and determines the nature of their visit.

• Directs guest to the correct department, notifies the appropriate person that a customer is waiting, and makes the proper introduction.

• Communicates with callers and visitors in a professional, friendly, and efficient manner.

• Enters data into computer system and runs necessary reports for management.

• Prepare daily check-in list with all department schedules.

• Update Strata Phone System as needed. 

• Assign and maintain mail boxes for sales staff.

• Assist Business Office with preparing envelopes and inserting contents for mailing.

• Maintain and update employee list on a daily basis.

• Sorts and distributes all letters prepared by the Sales Department and then stamps and places in the mail.

• Receives and logs in all incoming express mail packages and distributes to the proper party.

• Track and record daily air bills.

• Safeguard customer and Dealer information per established policy.

• Adhere to established dress code policy at all times.

• Ensure appearance of the showroom and work area is always in pristine condition.

• Adhere to work schedule and arrive at work before your scheduled start time and be at your work station productively engaged by the scheduled time.

• Exemplifies organizational culture and holds others in department accountable for doing the same.

• Other related duties as may be assigned.

Complexity:

Ability to deal with well defined and clearly stated directions or standards. Judgment is exercised on routine matters and guidance is readily available.

Communication Skills:

Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures or governmental regulations.  Ability to write reports, business correspondence and procedure manuals.  Ability to effectively present information and respond to questions from groups of managers, clients, customers and the general public.

Reasoning Skills:

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference and volume. Ability to apply concepts of algebra and geometry.

Supervisory Skills:

Has no responsibility for the direction of others.

Math Skills:

Ability to add and subtract two digit numbers and to multiply and divide with 10’s and 100’s. Ability to perform these operations using units of American money and weight measurement, volume and distance.

Computer Skills:

Includes a basic level of integrated computer and business related software such as Word, Outlook, Excel, PowerPoint, Publisher, Explorer, ADP, Compli, Shelly Extranet.

Relationship Building:

Ability to maintain mutual interaction with fellow employees. Initiates conversation and has basic social skills.  Builds and maintains relationships confidences with others. Demonstrates active listening skills and conveys enthusiasm, energy, and direction through conversation. 

Customer Relations:

Requires exchanging complex information or resolving problems; position has some accountability for ensuring customer satisfaction. Regular contact both inside and outside the company to carry out company policy and programs: and requires abilities of persuasion and negotiation. I often deal with persons of substantially higher rank in these instances.

Tools and Equipment:

Includes a basic level of use of office tools such as telephone, fax, copier, scanner and calculator.

License/Certifications:

None required

Decision-Making Skills:

None required

Decision-Making Impact:

A poor or incorrect decision may cause short delays in getting the work done in my area and may affect other employees or customers.