Position: Administrator Clerical Receptionist
Classification: Full-Time / Non-Exempt
Location: Hayward
Reports To: Administration Manager
/Objective
The Clerical Administrator position will handle various responsibilities from the service and administration departments. Performs other related duties as required and assigned.
Essential Functions:
The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.
• Processes customer applications and similar paperwork.
• Answers, screens, and directs calls on multi-line phone system in a courteous and professional manner; takes
messages and/or forwards telephone calls to appropriate employee, voice mail, or pager.
• Meets and greets all visitors; determines their needs and directs them to the appropriate employee/locations.
• Composes and types of routine correspondence as required.
• Performs general clerical duties including but not limited to filing, photocopying, faxing, and mailing as required.
• Organizes and maintains file system, files correspondence and other records.
• Demonstrates a high level of professionalism in dealing with confidential and sensitive issues.
• Performs other duties as assigned by supervisor.
• Excellent communication skills both verbal and written.
• Strong people and customer service skills in a professional setting
• Strong Microsoft skills and knowledge.
• Ability to work independently and efficiently and perform with minimal supervision.
• Ability to apply knowledge to company’s and customer’s current and future needs.
• Ability to multi-task and prioritize.
• A valid driver's license is required. Must be insurable with no major infractions. Job may require some travel.
• Assist Operations/Administrative Manager with various tasks
• Coordinate training classes and other office functions
• Monitor and order supplies
• Maintain a tidy reception area
• Oversee food service logistics and vendor coordination
Requirements
1. Excellent Customer Service skills and knowledge.
2. Proficient in communications both verbal and written
3. Interpersonal Skills
4. Problem Solving and Analysis skills
5. Safety Focus
6. Critical Thinking/Evaluation
7. Reasoning skills
8. Ethical conduct & practices
9. Time Management
10. Personal Effectiveness/Credibility
11. Flexibility
12. Timeliness
13. Initiative
Supervisory Responsibility
This position has no direct supervisory responsibilities.
Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
Physical Demands
While performing the duties of this job, the employee is regularly required to talk or listen. This is largely a deskbound role; however, filing, correlating, reproduction and binding materials are required. This would
require the ability to lift files, open filing cabinets, bend or stand on a stool, climb stairs, and prepare training and meeting rooms/spaces as necessary.
Position Type/Expected Hours of Work
This is a full-time, direct-hire position. The days and hours of work are Monday through Friday, 7:00 a.m. to 4:00 p.m.
Required Education and Experience
· High School Diploma required, associate degree or higher desired.
· Ability to perform diversified clerical functions and administrative procedures.
· Excellent verbal and written communication skills
· Mid to Proficient skills in Word, Excel, and administrative software systems.
· Strong interpersonal skills.
· Ability to understand and follow written and verbal instructions.
· Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.
· Excellent attendance and promptness a must.
Other duties:
Please note, this job description is not 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.
R.F. MacDonald Co. has been in business since 1956, developing one of the most comprehensive service and support networks in the industry. We have a solid reputation as a leader in the supply and service of boilers, pumps, electric heating equipment and accessories for industrial and commercial applications.
Our field service availability is a key differentiator between our company and other equipment sales companies. Our customers receive prompt, professional service for the products we provide and we work enthusiastically to meet and exceed this expectation.
RFMCO strives to add value for the benefit of our customers. We package equipment into pre-piped skids, simplifying field installation.
Our field service personnel provide design input to ensure serviceable units, input not often available at the equipment manufacturer’s facilities.
We are a mid-size company with over 270 team members, some of whom are involved in equipment sales and others are dedicated full time to our parts and field service business. Experienced engineers are also on staff to assist contractors, engineers, and end-use customers in equipment selections, installation planning, layout, permitting, and project supervision.
We are a growing mid-size company, and if you’re an energetic, skilled individual, who wants to be a part of a great team, please visit our employment page at https://rfmacdonald.com/employment.
