Office Receptionist - London, Canada - Paul Davis London
Description
_Paul Davis London/Huron Perth_
_JOB DESCRIPTION - OFFICE ASSISTANT/RECEPTIONIST_
Overview:
The office assistant is responsible for assisting the office manager with all of the office operations as directed and assigned.
They are also responsible for answering the phones in a timely and professional manner.Duties:
- Phone duties
- Answer incoming calls within three rings
- Transfer calls and take messages
- Take information for new claims
- Customer service responsibilities
- Coordinating with production for updating customer on status of scheduling
- Thank you notes to completed projects
- Greet visitors
- Administrative duties
- Prepare office files
- Prepare production files
- Prepare cleaning files
- Entry of all loss information into file management software
- Hand off files to assigned estimator
- Sort and distribute mail
- Prepare outgoing mail
- Prepare shipments and arrange for pick up and delivery
- Prepare, sort and deliver bulk mail
- Files/Mailing lists
- Maintain customer files on the computer
- Maintain mailing listscustomer, insurance, etc.
- Coordinate direct mailing
- Filing
- Cataloging and archiving old file as they are closed out
- Updating office files with current information
- Updating operations files
- Operations
- Subcontractor files
- Gather Insurance certificates
- Update certificates as they come due on a monthly basis. Subcontractors should be contacted before their certificates expire.
- Send and collect W
- Update W9's on a yearly basis
- Maintaining subcontractor files
- Archiving old invoices on a yearly basis
- Maintaining current subcontractor lists
- Send and receive facsimiles as directed
- Updating operations lists
- Suppliers/Vendors
- Ordering all supplies as related to office production and cleaning per directed
- Maintaining and updating current supplier list
- Maintaining current invoices and archive every 90 days
- Minutes for company meetings
- Take detailed notes from meetings
- Type and distribute
- Maintain source notebook
- Type and prepare agenda as necessary
- Typing
- Type letters as delegated
- Assistance with entering estimates as required
- Preparing invoices as delegated
- Assist with data entry for time cards, invoices and purchase orders as needed
- Miscellaneous Duties
- Print and distribute digital photographs
- Disburse scopes and estimates as directed
- Monitor inventory for office supplies and preprinted documents
- Run errands and pick up office supplies as needed
- Reports to the Office Manager
Required Paperwork:
- Time card
Work Location:
In person
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