Okland Construction

Receptionist

Salt Lake City, UT

Full-time

About This Job

Description

ADMINISTRATIVE ASSISTANT

POSITION SUMMARY

Responsible for the flow of information throughout the company. Also, greet all visitors and help them feel welcome. The individual answers phones and directs messages to the appropriate personnel. May also be given different assignments from employees for administrative purposes.

ABOUT US

Founded in 1918, Okland Construction operates as a regional general contracting and construction management company with now nearly 1,000 employees and growing. It supervises the architectural, engineering, bidding, contracting, building, inspection from the beginning to the end of the project and specializes in concrete self-preform on large commercial scale.

WHY OKLAND

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Progressive leadership

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Growth, training, and development opportunities

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Leadership Development Program

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Competitive salary rates

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Generous PTO, 4 weeks starting year DOE

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Health, Life, & Disability Insurance

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401k with company match

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Employee Recognition and Rewards

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Employee Bonus Referral Program

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Company Bonus Eligibility

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Company Sponsored Events

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A people focused culture united by our shared values.

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A commitment to delivering the most remarkable experience for all stakeholders.

ESSENTIAL DUTIES AND RESPONSIBILITIES People Interface

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Receives all incoming calls from outside or from within the company. Answers the call promptly and in a professional manner and directs the call to the appropriate employee. This includes putting people on hold to answer an incoming phone call. This is the receptionist’s priority.

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Knows where key office employees are (i.e., in the office, out of the office, at the job site etc.)

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Recognizes important phone calls (e.g., owners, important subcontractors, family members, etc.)

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Greets all people entering through the main doors in a professional and friendly manner. Answers their questions and/or directs them to the appropriate employee.

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Assists employees with any typing, copying, office, CD needs, etc., as requested.

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Talks on a weekly basis to employees to schedule items for the calendar, including bids, presentations, etc.

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Suggests and implements changes that would increase productivity either from the field or the office as related to accounts payable.

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Gives input to other staff members and employees to improve company morale, procedures, productivity, etc.

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Regular, timely, and predictable attendance is required for this position.

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Performs other duties and responsibilities as assigned.

Secretary/Clerical

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Opens all mail and packages received and puts mail in folders of the appropriate employee.

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Distributes all faxes to the correct person.

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Takes mail cart around to all office employees daily to deliver and pick up mail.

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All outgoing mail and packages are dispatched using the most suitable delivery method, such as the post office, Federal Express, or UPS.

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Tracks any UPS/FedEx packages that are not delivered on time.

Information Management

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Responsible for scheduling/reserving conference rooms in the office and ensuring conference rooms are ready for meetings (e.g., clean room, refreshments, etc.)

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Updates and alphabetizes the phone console as needed by printing out new names and extension list from the company’s hard drive and reports necessary changes to the Director of Information Systems.

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Records all vacation and appointments when employees will be absent from the office. Ensures all receptionists have been informed with this information.

Building and Material Maintenance

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Opens and closes the visitor area (i.e., locking doors, closing blinds, turning off lights)

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Ensures that the main copy room is up and running, especially the copier. This includes maintaining meter reads for the copy machines in the office.

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Organizes the front desk and workroom every night to ensure everything is prepared for the next morning. Also, ensure that it appears as clean as possible throughout the day.

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Performs other duties and responsibilities as assigned.

ADDITIONAL DUTIES AND RESPONSIBILITIES

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Handles business cards for employees (i.e., gathers employees’ information, orders the card, etc.)

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Sends birthday cards to employees’ homes.

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Responsible for tracking office supplies, toner, postage, and copies taken and used by the office when supplies are low. Checks supplies on a weekly basis, and orders all office supplies, Fed Ex supplies, and toner, or ensures that whoever needs to order a specific item is informed.

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Reviews, updates, and distributes the job list on a monthly basis, if necessary, with the approval of the CFO.

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Orders customized stamps, as needed, for employees in all offices.

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Orders any postage and supplies as needed for Fed Ex, UPS, USPS, etc.

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Takes the mail to the post office every night after the mail delivery person picks it up.

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Assists with ordering lunches and getting drinks for meetings.

EDUCATION/EXPERIENCE REQUIREMENTS

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High school diploma

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3–5 years of related receptionist experience

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Bilingual (Spanish) preferred but not required.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIREMENTS

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Must be able to type 50 WPM

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Working knowledge of Microsoft Office, especially Word, Excel, and Outlook.

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Must be punctual.

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Possess excellent phone etiquette.

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Ability to multi-task.

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Ability to maintain a professional demeanor and appearance.

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Ability to communicate verbally extremely well.

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Ability to prioritize and meet deadlines, especially under stressful situations.

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Ability to work with minimum supervision.

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Ability to be customer service driven.

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Ability to interact effectively with customers, vendors and employees at all levels of the organization.

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Ability to read and comprehend complex instructions, correspondence, and memos.

Okland is an equal opportunity employer and considers all applicants for employment based on merit, competence, performance, and business needs. We do not discriminate on the basis of any status protected under federal, state, or local law. Applicants will be considered regardless of their race, color, sex, gender identity or expression, age, religion, creed, national origin, citizenship status, sexual orientation, genetic information, physical or mental disability, military status or any other characteristic protected under federal, state, or local law. In addition to complying with all applicable laws, Okland also has a strong corporate commitment to inclusion.

Notice to all employment, Staffing and Recruiting Agencies and Recruiters: We please ask that you do not directly email, call or visit our hiring managers. Okland Construction does not accept unsolicited resumes, and should any be received from a third party, they will not be considered unless a signed agreement is in place. If you would like to discuss becoming a preferred staffing vendor for Okland Construction, please contact our recruitment team, who will advise you on the process.

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About This Job

Description

ADMINISTRATIVE ASSISTANT

Secretary/Clerical

Information Management

Building and Material Maintenance

ADDITIONAL DUTIES AND RESPONSIBILITIES

EDUCATION/EXPERIENCE REQUIREMENTS

KNOWLEDGE, SKILLS, AND ABILITIES REQUIREMENTS

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