Receptionist

What is a Prime Machine Receptionist Role:

We are looking for a Receptionist to manage our front desk on a daily basis and to perform a variety of administrative and clerical tasks. As a Receptionist, you will be the first point of contact for our company. Our Receptionist's duties include offering administrative support across the organization. You will welcome guests and greet people who visit the business. You will coordinate front-desk activities, including distributing correspondence and redirecting phone calls. To be successful as a Receptionist, you should have a pleasant personality, as this is also a customer service role. You should be able to deal with emergencies in a timely and effective manner, while streamlining office operations. Multitasking and stress management skills are essential for this position. This role may require working in shifts, so flexibility is a plus. Ultimately, a Receptionist's duties and responsibilities are to ensure the front desk welcomes guests positively and executes all administrative tasks to the highest quality standards.

Responsibilities:

Timekeeping:

• Run daily balance reports each morning and file on J drive.

• Enter all field time sheets in computer for accuracy on cost to jobs as well as payroll hours.

Accounts Payable:

• Print invoice from email daily.

• Stamp and sort invoices by company doing a cursory review verifying all information has been included. (P.O. number, credit card payment)

• If missing info, email invoice to purchasing department for information.

• Enter invoice into Global Shop.

• Scan invoices with job numbers to folder on J: drive

• Select invoice to be paid in Global Shop, print and mail checks

• Match check stubs with invoices, and file them in cabinets

• Maintain W-9's. Contact Vendor when W-9 is needed.

• Update vendor accounts with address changes when needed

• Deactivate duplicate vendors

• Keep tool bill expenses up to date.

• Create new AP folders at the end of the fiscal year for PMI and PFS.

Receptionist:

• Handle all incoming calls and walk in Customer/Vendors and determines the appropriate personnel best suited to handle the call.

• Update vacation calendar.

• Pull Friday sales reports.

Office duties:

• Filing of Accounts Payables, Job folders, and information into the job folders.

• Order supplies for the office.

• Open mail, separate and deliver to the appropriate personnel.

• Copying of prints, books for internal use, etc.

• Help maintain MSHA hours.

• Help out when other various office duties or projects when they arise.

Scanning:

• After jobs have been invoiced, scan necessary documents to folders on the J drive.

• Scan paperwork turned in from shop and file in job folder.

• Scan payroll time sheets at the end of each payroll.

What skills and abilities we are hoping to find:

• Proven work experience as a Receptionist, Front Office Representative or similar role

• Proficiency in Microsoft Office Suite

• Hands-on experience with office equipment (e.g. fax machines and printers)

• Professional attitude and appearance

• Solid written and verbal communication skills

• Ability to be resourceful and proactive when issues arise

• Excellent organizational skills

• Multitasking and time-management skills, with the ability to prioritize tasks

• Customer service attitude

• Able to work in a machine shop environment with grease, metals, equipment

• High school diploma

We are not currently offering relocation assistance for this position. We do participate in e-verify and conduct a background and drug screen as conditions of employment. We are an Equal opportunity employer. Due to US Export Control laws and regulations; applicants selected for employment must show proof of a U.S. Person status before employment may begin.