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