Front Desk Receptionist

CLT Recruiters; Red Bank (NJ); On-site; USD 30,000 - 39,000; Full time

Benefits offered by this job

Medical coverage after ninety days

401(k) after one year

Eight paid holidays

Paid vacation

Paid sick leave

Annual company events

Job summary

CLT Recruiters represents a client, a custom home builder in Monmouth County, New Jersey, seeking an organized, discreet front desk Administrative Assistant to keep the office running. You will handle phones, scheduling, mail, and vendor coordination on a full-time, in-office basis, Monday through Friday, following a checklist and training provided.

Two+ years of receptionist or administrative support experience are required.

Qualifications

• Two or more years of front desk, receptionist or administrative support experience.
• A professional phone presence and clean written communication.
• Outlook, Word and Excel; comfortable learning new software quickly.
• QuickBooks or CRM exposure is helpful.
• Accurate data entry, working to a documented checklist.
• Dependable attendance, and discretion with confidential information. Monmouth County office, five days a week.

Responsibilities

• Answer every call with the company greeting, route it, take complete messages and enter new lead calls into the CRM; greet clients, subs, vendors, inspectors and deliveries; keep reception and the conference room client-ready.
• Maintain the company, conference room and time-off calendars; coordinate vendor scheduling for job sites and company vehicle maintenance.
• Sort, date-stamp and distribute mail daily; process and track outgoing mail and shipments; log package and sample deliveries.
• Keep the shared drive structure and naming conventions; open new job folders at the sales-to-production handoff; scan plans and permits to the right folder; track subcontractor certificates of insurance, W-9s and agreements and request renewals before they expire; file and archive project paperwork.
• Enter material invoices and payroll hours, match invoices to vendor statements, AP/AR clerical entry in QuickBooks as directed, prepare and track purchase orders, collect weekly timesheets, assemble client closeout binders, coordinate permit documents.
• Monitor and reorder office, kitchen and print supplies; coordinate equipment, phone, internet and facility service; support new-hire setup; assist with three to four company events a year; keep the office and design center tidy.

Skills

Professional phone presence

Data entry

Organizational skills

Discretion with confidential info

Dependable attendance

Tools

Outlook

Word

Excel

QuickBooks

CRM exposure

Job description

Our client is a custom home builder in Monmouth County, New Jersey, with more than thirty-five years of new homes, additions and major renovations for affluent homeowners along the shore and inland. New homes run $5–10 million and remodels $500,000–$3 million, and roughly eighty percent of the work comes through referral and repeat clients.

The role

You are the first voice a client, architect or subcontractor hears and the person who keeps the office running. Phones and reception, the calendars, the mail, the shared drive, subcontractor paperwork, clerical support to billing, and the supplies and vendors that keep the building working all sit with you. It is a full-time, in-office role, Monday to Friday, for someone organized, dependable and discreet who works from a checklist and gets it right the first time. The company will train the systems.

What you will do

• Answer every call with the company greeting, route it, take complete messages and enter new lead calls into the CRM; greet clients, subs, vendors, inspectors and deliveries; keep reception and the conference room client-ready.
• Maintain the company, conference room and time-off calendars; coordinate vendor scheduling for job sites and company vehicle maintenance.
• Sort, date-stamp and distribute mail daily; process and track outgoing mail and shipments; log package and sample deliveries.
• Keep the shared drive structure and naming conventions; open new job folders at the sales-to-production handoff; scan plans and permits to the right folder; track subcontractor certificates of insurance, W-9s and agreements and request renewals before they expire; file and archive project paperwork.
• Enter material invoices and payroll hours, match invoices to vendor statements, AP/AR clerical entry in QuickBooks as directed, prepare and track purchase orders, collect weekly timesheets, assemble client closeout binders, coordinate permit documents.
• Monitor and reorder office, kitchen and print supplies; coordinate equipment, phone, internet and facility service; support new-hire setup; assist with three to four company events a year; keep the office and design center tidy.

What we are looking for

• Two or more years of front desk, receptionist or administrative support experience. A construction, trades or home-services office is a plus, not a requirement.
• A professional phone presence and clean written communication.
• Outlook, Word and Excel; comfortable learning new software quickly. QuickBooks or CRM exposure is helpful.
• Accurate data entry, working to a documented checklist.
• Dependable attendance, and discretion with confidential information. Monmouth County office, five days a week.

Compensation and benefits

$25 per hour. Full-time, hourly, non-exempt.

• Medical coverage after ninety days, with a $500 per month company contribution toward the premium.
• 401(k) after one year of service: contribute at least 5% of pay and the company contributes up to 4% of annual pay at year end.
• Eight paid holidays after three months of service.
• Paid vacation: five days after three months, rising to ten days after three years, twelve after seven, fifteen after ten and seventeen after fifteen.
• Up to forty hours of paid sick leave a year.
• Annual company events.