The Receptionist serves as the first point of contact for customers, vendors, drivers, visitors, and employees. This position is responsible for creating a positive and professional first impression of the Company while ensuring efficient front-office operations. Duties include operating a multi-line telephone system, greeting and assisting visitors, directing calls and inquiries, maintaining records, performing data entry, and providing administrative support to facilitate the smooth operation of the office and manufacturing facility.
Essential Functions:
• Operate a multi-line telephone system and route incoming calls to the appropriate departments and personnel.
• Serve as the first point of contact for visitors/customers, vendors, and employees by greeting guests, answering, screening, and directing incoming calls, emails, faxes, and inquiries.
• Maintain a professional and organized reception area, conference room, copy room, and other common office spaces.
• Receive, sort, distribute, and prepare incoming and outgoing mail, including managing postage and USPS shipping needs.
• Maintain office, janitorial, vending, restroom, coffee, conference room, and facility supply inventories; coordinate with vendors and place approved orders as needed.
• Assist with facility and office operations by coordinating service calls, maintenance requests, vending services, and other vendor-related activities.
• Provide administrative and clerical support, including creating labels, laminating documents, assembling manuals, filing, scanning, shredding, and preparing office materials.
• Scan and code work orders into Content Central and enter serial information into Syspro in a timely manner.
• Prepare and maintain electronic records within company systems, including Content Central and Syspro, ensuring customers, vendor, and financial information remains accurate and current.
• Process and maintain tax-exempt certificates and other business documentation as requested by internal departments, customers, or vendors.
• Operate and maintain office equipment, including telephone systems, copiers, scanners, postage machines, and faxes, while assisting employees with equipment usage when needed.
• Provide general customer service, administrative support, and other duties as assigned to support efficient office operations.
• Support daily office operations and perform other duties as assigned.
• Assist departments with administrative projects and routine clerical support.
• Support Accounts Receivable and Accounts Payable functions by maintaining customer information, processing credit applications, obtaining trade references, generating and distributing customer statements and invoices (including EDI invoices).
• Applying payments in Syspro, coding and verifying invoices, monitoring and distributing accounting emails, scanning, uploading, filing, and maintaining accounting documentation, including deposits, packing slips, check runs, and other related records.
• Assist with Accounts Payable and Accounts Receivable administrative activities and filing as needed.
• Participate in a variety of special projects as needed.
• Communicate with co-workers, management, customers, and others in a courteous and professional manner.
• Conform with and abide by all regulations, policies, work procedures and instructions.
• Comply with all company policies and procedures.
Job Requirements:
• High school diploma or equivalent.
• Two to three years’ previous experience.
• Experience operating a multi-line telephone system.
• Familiarity with MS Office Word, Excel and Outlook
Supervisory Responsibility:
This position has no supervisory responsibility
Work Environment:
This job is worked in an office environment with computer-based work and constant interaction with teams and customers.
Physical Demands:
• Prolonged periods of sitting, standing, and working at a computer.
• Frequent use of office equipment, including telephones, computers, printers, and copiers.
• Ability to occasionally lift and carry up to 20 pounds.
• Primarily located in an office setting within a manufacturing facility.
• Frequent interaction with employees, customers, vendors, delivery personnel, and visitors.
• Fast-paced environment requires the ability to manage multiple priorities while maintaining professionalism and accuracy.
Position Type and Expected Hours of Work:
This is a full-time position. The regular work schedule is Monday through Friday, 9:00 a.m. to 5:30 p.m., totaling 40 hours per week
The following benefits are offered:
• Major Medical – four different types of plans to choose from (80% of premiums covered by employer.
• Dental
• Vision
• Basic Life (company paid)
• Voluntary Life
• Short term disability
• Long term disability (company Paid)
• Seven paid holidays
• Personal Time Off (PTO)
Additional Eligibility Qualifications:
None required for this position.
Speck-Pumps USA is an Equal Opportunity employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity and/or expressions, status as a veteran, and basis of disability or any other federal, state, or local protected class.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
We are a Drug-Free Employer.
