Receptionist

Pennsylvania Machine Works, Inc.; Houston (TX); On-site; USD 32,000 - 42,000; Full time

Job summary

Pennsylvania Machine Works, Inc. is seeking an administrative assistant to manage a multiline telephone system, route calls, and greet visitors. The role includes handling mail, proofreading orders, filing records, and supporting accounting with checks and returns.

The position requires a high school diploma or GED and strong English communication skills. Some clerical experience and proficiency with office equipment are preferred for a smooth workflow in a manufacturing environment.

Qualifications

• High school diploma or GED; or 1–2 years related experience or training.
• Ability to read and comprehend simple instructions, memos, and short correspondence.
• Clear speaking and polished communication skills.

Responsibilities

• Answer incoming telephone calls and forward to appropriate personnel.
• Take, deliver, or transfer messages as needed.
• Greet on-site visitors and announce to the appropriate staff.
• Receive, sort, and route mail and publications.
• Proofread and file pick lists, scan and file return RMAs.
• Process outgoing mail and assist accounting with checks.
• Maintain office supply stock and assist Sales with proofreading orders.
• Assist filing 5S check lists for Production and Plant Managers.

Skills

Phone etiquette

Customer service

Communication skills

Education

High school diploma or GED

Tools

Computers

Postage meter

Scanner

Job description

SUMMARY

Operates multiline telephone system to answer incoming calls and directs callers to appropriate personnel by performing the following duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Include the following. Other duties may be assigned.

Quality System:

• Maintains data files according to prescribed standards.
• Observe and comply with all company policies and regulations including safety, housekeeping, confidentiality of information and quality of work with support of ISO procedures and standards.
• Utilize individually and/or further the use of total quality concepts, tools, and techniques to support continuous quality improvement in all processes in which the position participates with a positive "Can Do" attitude.

General:

• Answers incoming telephone calls, determines purpose of callers, and forwards calls to appropriate personnel or department.
• Takes and delivers messages or transfers calls to voice mail when appropriate personnel are unavailable.
• Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel.
• Receives, sorts, and routes mail and publications.
• Proofread and file all pick lists for errors from prior day.
• Scan and file all return RMA's (Return Material Authorization)
• Verify, process in envelopes and mail all outgoing checks for Accounting.
• Maintain office supply stock for building.
• Assist Sales with proofreading orders if needed.
• Scan and file employee training records as needed.
• Assist filing 5s check lists for Production Manager and Plant Manager
• Process outgoing mail and special mailings.
• Uses multiline phone console, calculator, postage meter, computers, and digital scanner.
• Performs other clerical duties as needed such as (but not limited to) filing, photocopying, and scanning.

QUALIFICATIONS

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION and/or EXPERIENCE

High school diploma or general education degree (GED); or one to two years related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization. Clear speaking, fluent English with polished communication skills.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rates, ratios, and percentages and interpret bar graphs.

REASONING ABILITY

Requires courtesy and tact. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk and hear. The employee frequently is required to use hands to handle, feel and reach with hands and arms. The employee is occasionally required to stand, walk, and sit. The employee must occasionally lift and/or move up to ten pounds. Specific vision abilities required by this job include close vision, peripheral vision, and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts and fumes or airborne particles. The noise level in the work environment is usually moderate. Usual office working conditions.