Office Receptionist - London, Canada - Paul Davis London

Paul Davis London

Verified Company

London, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

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
Mail
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