Reception

SOCOTEC company is a provider of niche consulting services within the architecture, engineering and construction industries focusing on high-performance buildings and specialty structures. Through an integrated, holistic approach, our professionals provide solutions for building envelope, energy efficiency, sustainability, code advisory and construction advisory projects. Following our recent acquisition by SOCOTEC, we are experiencing significant growth and expanding our service capabilities.

Responsibilities

• Meet and greet employees, clients, and visitors in a friendly, prompt, professional, and efficient manner.
• Answer all calls within the first two rings, with a pleasant greeting, and direct calls to the appropriate party or voicemail. Take detailed messages including full name (correct spelling), firm title, callback number, and time of call. Notify the corresponding VP via email, cell phone, or text message.
• Order food and drinks for meetings, set up meetings, and ensure cleanup afterward.
• Copy, file, and mail monthly bills.
• Ensure the reception area is always attended after 8:30 am (coverage by Yadira, Karina, and Alanna in this order).
• Handle copier maintenance calls for the Konica Minolta machine.
• Maintain office and kitchen supplies; sign for deliveries (Preferred Business Solutions, FedEx, UPS, etc.) and stock them in appropriate locations.
• Review the Preferred Business Solutions invoice and highlight supplies (Office Supplies - Blue, Cleaning Supplies - Green, Employee Welfare - Pink, Coffee/Tea/Soda/Water – Orange).
• Create, edit, and mail correspondence (regular mail, FedEx, UPS, Special Delivery).
• Copy and scan documents as needed; recycle documents when necessary.
• Handle office building maintenance calls (shared responsibility).
• Schedule air/heat for holiday hours.
• Create engagement letters for clients.
• Perform general administrative and office tasks; assist the operational manager and with special projects as needed.
• Perform other related duties as assigned.

Morning (Daily) Duties

• Pick up newspapers and place them in the kitchen.
• Turn on all lights and lamps.
• Empty the dishwasher and make coffee.
• Stock and sort the fridge.
• Check the mail between 11:45 am and 11:50 am.
• Check the fax machine.
• Stock paper in the production room machines every morning.

Afternoon (Daily) Duties

• Drop off any mail before 4 pm.
• Load and start the dishwasher and clean the kitchen.

Schedule

Reception hours are 8:30 am to 5:30 pm with one hour for lunch. Full-time, 5 days a week in office.