Receptionist/Secretary

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Job Title: Receptionist/Secretary
Reports to: Customer Support Manager

Summary: Operate telephone console. Answer calls and route to appropriate person or location. Operate paging system to locate individuals. Greet visitors and route to appropriate personnel. Process incoming mail. Perform general secretarial duties.

Essential Duties & Responsibilities:

  1. Answer the phone promptly in a professional telephone manner and route calls to the appropriate party.
  2. Greet customers and visitors in a friendly professional manner.
  3. Sort and distribute mail; mail sales representative envelopes out.
  4. Type, mail and file purchase orders. Perform word processing of documents, i.e., Team meeting minutes, Quotes, UPS forms, Weekly Schedule, Monthly Schedule, etc.
  5. General filing, photocopying and taxing.
  6. Maintain Product Profile and Technical Data Books.
  7. Assist Administrative Assistant with clerical duties.
  8. Take & enter orders
  9. Organize Press Releases.
  10. Assist with internet research.
  11. Maintain MSDS updates/mailings.

Job Specific Competencies:

  1. Professional telephone techniques.
  2. Verbal communication.
  3. Computer skills - Word processing, database.
  4. Team-work with customers.
  5. Listening skills.
  6. Filing.
  7. Multi-taskng.
  8. Organization.
  9. Relationship skills.
  10. Operating office equipment and applying administrative procedures.

Essential Duties & Responsibilities:

  1. Perform word processing for all departments, to including letters, memos, reports, charts, etc.
  2. Assist internal and external employees, as needed.
  3. Combine efforts with President and his staff to present a professional image to customers and suppliers.
  4. Keep literature for Graphex(r) & Chemelex(r) updated; maintain inventory control of all literature, company apparel (logo), giveaways, etc.
  5. Maintain files, paper and computer.
  6. Maintain Graphex(r), Chemelex(r) and corporate mailing lists.
  7. Help plan and coordinate Training Seminars, trade shows and Board of Director meetings.
  8. Assist with Human Resource issues such as coordinate United Way campaign, insurance and any other company-wide efforts, as directed by President or Human Resource Director.
  9. Purchase office supplies and monitor inventory levels; meet with vendors and negotiate prices.
  10. Coordinate travel arrangements for company personnel.
  11. Assist ISO Manager with documents and procedures in XXXXX.
  12. Maintain Balance Scorecard database.

Job Specific Competencies:

  1. Above average organization skills.
  2. Operating office equipment and applying administrative procedures.
  3. Computer skills - Word processing, Access, Powerpoint.
  4. Verbal communication.
  5. Written communication.
  6. Listening skills.
  7. Team-work with customers.
  8. Filing.
  9. Multi-tasking.
  10. Prioritization.
  11. Information management.
  12. Time management.
  13. Customer Service orientation.
  14. Problem identification & analysis.
  15. Relationship skills.
  16. Mature judgement.
  17. Professional telephone techniques.

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