Receptionist

Naplesironworks; Naples (FL); On-site; USD 32,000 - 42,000; Full time

Job summary

A local construction company is seeking a Receptionist to manage the first point of contact for clients and callers. This role requires strong organizational skills and 3-5 years of administrative support experience in the construction industry. Responsibilities include managing project documentation, directing phone calls, and maintaining client data. The ideal candidate should be detail-oriented, personable, and proficient in MS Office and Google Suite, among other software. Join a team focused on professionalism and efficiency.

Qualifications

• 3-5 years of experience providing administrative support in the construction industry.
• Knowledge of clerical procedures and systems.
• Proficient in word processing, spreadsheets, and managing files.

Responsibilities

• Review and route incoming memos and correspondence.
• Create and maintain project records.
• Answer and direct phone calls, taking messages as needed.
• Coordinate invoice routing and track payments.
• Coordinate invoice routing and track payments to subcontractors and vendors.
• Maintain accurate client and prospect data in the CRM or project management system.
• Answer calls and direct to appropriate team members; take detailed messages.
• Verify certificates of insurance and keep coverage current and compliant.
• Organize and prepare meeting agendas; assist with scheduling and logistics.
• Manage pickup, shipment, or delivery of plans and specifications.
• Perform general administrative tasks (filing, photocopying, scanning, calendars, travel logistics, office supplies.

Skills

Organized

Detail-oriented

Personable

Organization

Education

High School Diploma, GED or equivalent

Tools

MS Office

Google Suite

Project management software

Job description

As the first point of contact at Naples Iron Works, our Receptionist plays a key role in creating a professional and welcoming experience for visitors and callers. This role is responsible for greeting clients, answering and directing phone calls, managing project documentation, and assisting with outgoing correspondence. We’re looking for someone organized, personable, and detail-oriented — someone who takes pride in setting the tone for the entire team.

Responsibilities

• Review and analyze incoming memos, letters, and reports to determine significance and route them appropriately.
• Create and maintain project records in the project management system, including subcontracts, purchase orders, change orders, transmittals, and attachments per Project Manager requests.
• Prepare and send pay requests, plans, and specifications as needed.
• Communicate with contractors and vendors on routine matters at project start and throughout the duration of work. Distribute correspondence to field teams or external parties via email.
• Coordinate invoice routing and track payments to subcontractors and vendors.
• Maintain accurate client and prospect data in the company’s CRM or project management system.
• Answer and direct phone calls or take detailed messages for appropriate team members.
• Verify certificates of insurance and follow up to ensure coverage remains current and compliant.
• Organize and prepare agendas for meetings; assist with scheduling and logistics.
• Manage the pickup, shipment, or delivery of plans and specifications.
• Perform general administrative tasks, including but not limited to: Filing, photocopying, and scanning; Taking and distributing meeting minutes; Managing calendars and coordinating travel; Ordering office supplies; Sorting and distributing mail; Maintaining digital and physical records

Minimal Experience and Skills

• High School Diploma, GED or equivalent. 3-5 years of experience providing administrative support in the construction industry.
• Knowledge of administrative and clerical procedures and systems such as word processing, e-mail, spreadsheets, and managing files and records and other office procedures at a proficient level.
• Proficient in MS Office, Google Suite General basic knowledge of and ability to learn project management software such as Construction Online, active takeoff, and other related programs and systems.