LOCATION: Clear Lake

Dean Snyder Construction is hiring a Receptionist for our office located in Clear Lake, IA.

Job Description

Position is responsible for performing clerical support activities which require routine decision-making and office experience.
Duties include:

  • Answering, screening, and directing telephone calls
  • Taking messages; greeting and directing visitors to appropriate persons and locations
  • Typing and proofing a variety of correspondence including letters, memos, proposals, additional work authorizations, and brochures
  • Preparing invoices for projects; assisting with payroll, accounts payable, opening, sorting, and distributing mail
  • Copying documents, filing, ordering office supplies; and, providing support to marketing, human resources, and estimation/project management as needed

Job Responsibilities 

  • Answers, screens and directs telephone calls; takes messages and provides answers and information; greets, ascertains nature of business; directs visitors to appropriate persons and locations; and, presents a professional image to customers, subcontractors, and the general public.
  • Opens, sorts, distributes mail, prepares outgoing letters, contracts and plans for mailing; determines appropriate postage for mailings utilizing postage machine and scale; prepares shipping labels, wraps blueprints; and, coordinates the sending and receipt of FedEx and UPS packages using computer software.  May collects the mail daily from the Post Office.
  • Tracks receipt of subcontractor insurance certificates and enters data into specialized project management software.
  • Types and proofs a variety of memos, correspondences, letters, meeting minutes, proposals, contracts, and other documents using various computer software programs.
  • Assists with invoicing/billing (preparing invoices and bills, verifying invoices against computer records, copying tickets); tracks tickets, receipts, matching invoices to tickets, records paid invoices and time cards in job cost blue book;) and other tasks such as copying, filing, mailing payments, etc; assists payroll with calculating time cards.
  • Performs data entry for company issued credit cards and may assist in the reconciliation of monthly credit card invoices.
  • Provides clerical support,  including but not limited to, correspondence, mailings, brochures, follow-up phone calls, database updating and filing.
  • May assist employee recruitment through a variety of websites and print publications.
  • Coordinates all pre-employment requirements to ensure references are checked, pre-employment drug testing and background verification is complete.
  • Tracks and orders office supplies, comparing prices among vendors to obtain best value for price, tracks costs, and, maintains supply inventory.
  • Serves as back up in making calls to subcontractors to verify plans to bid specific projects; coordinates calls and faxes on bid days to assist the project managers/estimators.
  • Performs other duties of a similar nature or level.

Preferred Education and Experience

  • High School Diploma or General Equivalency Diploma (G.E.D.)
  • One year of office experience; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties such as those listed above
  • Office equipment including computers, phone systems, copiers, fax machines, postage machines and calculators; Computer hardware and software applications – Microsoft Office; Sage Timberline Accounting software and procedures; Proper business etiquette and business communication rules; Filing systems.
  • Ability to respond to a high volume of incoming calls and route them in a professional and courteous manner; Typing correspondence, letters, contracts, and proposals using MS Office programs; Ability to proofread and edit documents to ensure accuracy of correspondence and billings; Prioritizing and organizing daily work tasks; Indexing, alphabetizing and organizing materials; Utilizing customer service techniques; Performing data entry to update and maintain databases; Using office equipment; Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction. 
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