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Receptionist/Office Support

Castle Rock, CO US

REPORTS TO: Communications Center Coach (Resale Sales Coach)
DEPARTMENT: Communications Center/Department of First Impressions
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Position Summary

Answers the phone and distributes calls appropriately, takes messages as needed, forwards faxlogic orders to sales team in timely manner, greets visitors, distributes mail and prepares all out going mail and sales literature packets. Provides administrative support for sales and other departments.

SPECIFIC DUTIES:
Essential

  • Efficiently and pleasantly receive incoming calls and direct each call to the appropriate team member and/or department
  • Greets and directs customers/visitors who enter the reception area
  • Checks voice mail each morning and as needed throughout the day; forwards messages to appropriate team members
  • Prepares literature to be mailed to leads from Sales daily requests, show follow up requests, advertising leads, including preparing labels, gathering and stuffing literature
  • Coordinates project deadlines with coach and other departments
  • Sorts, date stamps and distributes incoming mail
  • Runs postage for outgoing mail
  • Efficiently types letters, labels, envelopes and miscellaneous items
  • Inputs leads into CRM for sales team members
  • Reviews faxlogic documents and distributes incoming faxes via email
  • Other duties as assigned

EQUIPMENT:  Phone system, computer, fax, copier, postage meter


KNOWLEDGE / SKILLS:

  • Familiar with MS Office, Word, Excel, Access
  • Familiar with WPCRM or other CRM, Query, and accounts receivable and order entry modules of APlus (Infor)
  • Precise and efficient filing techniques; able to follow set process
  • Ability to operate and maintain various office equipment including the copier, postage scale and meter


QUALIFICATIONS:

  • Ability to effectively interact with all levels of company team and external customers
  • Ability to establish and maintain effective work relationship with team members, handling difficult situations with diplomacy
  • Ability to handle multiple tasks and meet established deadlines
  • Ability to maintain confidentiality
  • Ability to organize and prioritize tasks
  • Customer and team oriented
  • Demonstrates effective written, oral and telephone communication skills
  • Detail oriented
  • Keyboarding average 35-40 wpm accurately

EDUCATION:

  • High school diploma or equivalent and one year general office experience

 

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