Receptionist / Front Desk

Full Time, Status: Closed
CT - Newtown
Posted 4 weeks ago

Claris Design Build is in search of a receptionist to help with the day-to-day operations. Claris Design Build was founded in 1991, we are architects, engineers, and commercial contractors.

RESPONSIBILITIES

  • Adjust thermostat daily
  • Answer busy phone system professionally
  • Open and distribute incoming mail
  • File invoices in proper job folders
  • Responsible for all outgoing mail (addressing envelopes and adding postage)
  • Manage postage machine (adding money & ordering supplies)
  • Track insurance certificates for all subcontractors / vendors and Claris, request new ones when expired as needed.  Upload onto Procore and file in binders
  • Track all Subcontracts & PO’s
  • When Contracts / PO’s are signed and returned you need to print a full copy make sure everything is initialed and signed where indicated.  Have Contract / PO executed by Claris (Phil or Eric).  Scan and email a fully executed Contract/PO to subcontractor / vendor, upload onto Procore and file in job files
  • Set up all project files & assist PMs with project binder set-up
  • Box up and label finished project folders/paperwork for storage
  • Generate lien waivers when checks are ready, email to subcontractor, track, and file, and send checks when executed
  • Mail checks given that do not require a lien waiver
  • Place Phil’s mail in appropriate bin
  • Manage / track employee vacation schedule
  • Order and maintain office supplies
  • Buy and mail annual company Christmas cards
  • Schedule FedEx / UPS pickups 
  • Special projects for President & CFO

QUALIFICATIONS

  • Excellent computer skills including Microsoft Office
  • Professional in appearance & verbally – You will often be the first person a new client may speak with or see
  • Strong organizational skills
  • Organized filing system – electronic and physical
  • Exceptional time management skills
  • Ability to multitask
  • Flexibility
  • High level of written and verbal communication skills
  • Discretion and confidentiality
  • Background in construction/building industry is a plus

Job Features

Job CategoryStaff

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