Receptionist

Scope of Role:
The Receptionist operates a multi-line telephone system, answers incoming calls, and directs callers to the appropriate personnel. The role also provides support to the Customer Service Unit with various administrative tasks.

Key Duties & Responsibilities:
1. Answer incoming telephone calls, screen to determine the purpose of callers, and forward calls to the appropriate personnel or department.
2. Take and deliver messages, or transfer calls to voicemail when necessary personnel are unavailable.
3. Retrieve voicemail messages and forward them to the appropriate personnel.
4. Provide answers to inquiries about the organization and offer callers essential information, including address, directions, and other relevant details.
5. Manage conference room bookings and occupancy.
6. Assist customer service representatives with various tasks, including processing customer purchase orders, generating packing slips, invoicing, closing shipments, scanning documents, searching for job numbers to input into purchase order files, and more.
7. Maintain all customer-related documents electronically, such as purchase orders, prints, packing slips, and related files.
8. Verify invoices against customer purchase orders when needed and mail invoices, if required.
9. Be available at the end of each month for month-end closing tasks.
10. Enter new part numbers, update revisions, and update part descriptions in the Vantage system (scanning prints may be necessary).
11. File and make copies of documents as needed.
12. Perform miscellaneous tasks to support HQT as needed.
13. Attend company meetings and training sessions as required.

To Apply:
Please email your resume to VKTRAN@HAYWARDQUARTZ.COM by January 26, 2025.