Receptionist / Administrative Assistant

Job Description

ABOUT JOB

We are seeking a highly organized and reliable Receptionist / Administrative Assistant to join the  team. As the first point of contact for our office, you will provide essential administrative support to our management, project managers, and construction / technician field staff. Because we specialize in commercial fuel oil systems, process piping, and storage tanks, we need a proactive team member who can help keep our daily office and construction operations running efficiently. We need to ensure all documentation and process are followed daily. Must have experience in a similar position.

Key Responsibilities

Reception & Front Office

• Greet clients, vendors, and subcontractors with a professional and welcoming demeanor.
• Answer, screen, and forward incoming phone calls to the appropriate department or sister company.
• Receive, sort, and distribute daily mail and package deliveries.

Administrative & Project Support

• Provide general administrative support, including data entry, filing, scanning, and copying.
• Assist the Project Management team with organizing construction documents, shop drawings, submittals, and closeout paperwork. Help with getting meetings created and tasks in the right hands as they are requested.
• Help track and order office supplies, ensuring the team has what they need to operate efficiently.
• Assist in scheduling meetings, coordinating calendars, and booking travel or site-visit logistics as required.
• Perform basic data entry for invoicing, purchase orders, or job-costing as directed by the management team.
• Call customers for collections on invoices owed

Qualifications & Skills

• Experience: 2-5 years of experience as a receptionist, administrative assistant, or office manager. Experience in a construction, manufacturing, or industrial office setting is a strong plus.
• Communication: Excellent verbal and written communication skills with a professional, clear phone etiquette.
• Tech Savvy: Proficient in Microsoft Office Suite (Word, Excel, Outlook). Ability to quickly learn basic project management or accounting software.
• Organization: Strong multitasking and time-management skills, with an ability to prioritize tasks in a fast-paced environment.
• Team Player: A positive attitude and a willingness to step in and help other departments when needed.

Pay: $17.00 – $28.00 per hour

Benefits:

• Health insurance
• Paid time off

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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