Receptionist/Administrative Assistant

Phoenix Modular Inc.; Phoenix (AZ); On-site; USD 34,000 - 42,000; Full time

Job summary

Phoenix Modular Inc. seeks a professional Receptionist/Administrative Assistant to ensure smooth daily operations and provide excellent customer service in an in-office role from 8 am to 5 pm.

The candidate should be bilingual (English/Spanish) and possess strong communication and organizational skills. Responsibilities include answering calls, managing the front desk, updating directories, coordinating visitors, scheduling meetings, and supporting HR/payroll related tasks as needed.

Qualifications

• High school diploma or equivalent.
• Minimum of six (6) months experience in similar role or role involving customer service.
• Proficiency with Microsoft Office.

Responsibilities

• Oversee front office, answers, and transfers in-coming calls.
• Take accurate messages from anyone who does not have/want voicemail.
• Update and distribute the company directory.
• Receive visitors and properly direct them to the requested personnel.
• Schedule conference rooms and ensure they are stocked and ready for visitors at all times.
• Maintain postage funds and manage the stamp machine.

Skills

Bilingual English/Spanish

Customer service

Communication

Office administration

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

Description

Position Objective

: We are seeking a professional and organized Receptionist/Administrative Assistant to join our team. This role is vital in ensuring smooth daily operations, providing exceptional customer service, and maintaining an efficient office environment. The ideal candidate will possess strong office management skills, excellent communication abilities, and proficiency with various administrative tools. Bilingual skills are a must to effectively serve diverse clients and staff. This is an in-office position, with working hours of 8 am - 5 pm with a 1-hour lunch break.

Essential Duties & Responsibilities

• Oversee front office, answers, and transfers in-coming calls
• Take accurate messages from anyone who does not have/want voicemail
• Update and distribute the company directory
• Receive visitors and properly direct them to the requested personnel
• Schedule conference room and ensure that it is stocked, clean and ready for visitors at all times
• Maintain the stamp machine and ensure there are adequate funds for postage
• Distribute packages as they arrive; monitor all package pick-ups
• Maintains list of supplies in the breakroom/snack closet
• Makes order on Costco website for approval, puts away the order when received
• Maintain the breakroom, make sure it is always stocked and clean, put snacks out for employee's early morning on Tuesdays and Thursdays
• Receives applications at the front desk, looks over for construction experience
• Gives applicable applications for HR to look over
• Gives applications selected to Production Manager
• Calls individual to set up an interview time for Production Manager
• Assist HR Dept as needed with scanning employee paperwork in Paylocity
• Assists in Employee Onboarding in Paylocity
• Other duties as required

This position is also expected to:

• Work efficiently in a fast-paced environment
• Maintain a positive, professional demeanor at all times
• Provide outstanding customer service to internal and external clients
• Be very detail oriented and well organized
• Possess outstanding interpersonal and communication skills – verbal and written
• Maintain strict confidentiality of all personnel files
• Be skilled at problem solving and analysis

Requirements

Qualifications and Educational Requirements

• High school diploma or equivalent
• Minimum of six (6) months experience in similar role or role involving customer service
• Proficiency with Microsoft Office

Job Requirements

• Able to successfully pass a criminal background check (following a conditional offer of employment); may require a credit check dependent on job duties
• Speak fluent English and Spanish to communicate with guests, customers and employees
• Requires the ability to work in an office environment, including sitting for extended periods while using a computer and standard office equipment. The individual should have sufficient manual dexterity for typing, filing, and handling documents, along with adequate vision and hearing to support communication and daily operations.