Administrative Receptionist at Professional Engineering Consultants in Wichita, Kansas

Job Description:

Position Summary:

The Administrative Receptionist, as the face and first point of contact for PEC, will be responsible for greeting walk-in visitors and answering incoming phone calls while maintaining a high level of professionalism. This position is performed in the PEC headquarters in Wichita, KS. This position will assist the Executive Assistant, CEO, and others with administrative tasks and projects, handling confidential information with discretion and providing a professional customer service approach in all interactions.

Duties and Responsibilities:

• Provide receptionist assistance including answering phones, signing for deliveries, greeting visitors, and issuing visitor badges.
• Provide administrative support to Senior Executives, Executive Assistant, Accounting, and HR
• Receive incoming phone calls for all four companies diplomatically and politely and route to appropriate personnel
• Run errands as requested by Executive Assistant and CEO
• Review and respond to email requests and forward to appropriate personnel, prepare and develop confidential and routine correspondence, reports, forms, business documents, and special mailings
• Maintain office security by following safety procedures and controlling access via the reception desk with accurate visitor records, issuing, checking, and appropriate IDs.
• Perform routine walk through of the conference rooms and lobby areas to confirm rooms are set up for use / occupancy and client refrigerators are stocked
• Collect, sort, distribute, and prepare mail, messages, and courier deliveries
• Coordinate and manage travel arrangements to include flight, hotel, and rental cars
• Reconcile credit card charges to purchase orders/receipts for expenses
• Order and maintain office supplies and inventory and maintain organization
• Update and keep current the Reception Procedure Manual as the detailed resource for duties and responsibilities
• Always maintain a clean and organized work area
• Manage and enter work order requests for building maintenance, janitorial services and groundskeepers to ensure that any duties scheduled or requested in and around the buildings are attended to in a timely and efficient manner. Serve as primary point of contact.
• Assist in managing general office needs
• Prepare conference rooms prior to meetings to include food set up, tidying, arranging the room per requested needs, and A/V needs
• Maintain discretion with confidential information
• Maintain postage machine and be primary point of contact for vendor
• Other projects and responsibilities may be added at the company's discretion

Special Knowledge, skills and abilities:

• Knowledge of administrative and clerical procedures, work processing systems/software, managing files and records, designing forms and other office procedures and related terminology.
• Ability to maintain confidentiality in all aspects of employment
• Ability to manage multiple projects concurrently, meet deadlines and follow-up in a timely manner
• Ability to learn and utilize firm specific software for data entry, reporting, etc.
• Detail oriented
• Microsoft Office Suite computer skills
• Excellent verbal and written communication skills
• Pleasant and professional demeanor and appearance
• Self-starter, highly motivated and energetic individual
• Ability to be resourceful and proactive in problem solving
• Ability to adapt to a changing environment

Education and Experience:

• High school diploma or GED required
• Valid driver's license required
• Minimum two (2) years of relevant experience in a business and/or professional office environment required.

License and Certification:

• N/A

Work Environment:

PEC values a healthy work-life balance, and we focus on working efficiently and collaboratively to ensure quality and productive work as well as quality time away from the office. The work environment is business casual, friendly, respectful, and team oriented with daily peer interactions regarding work progress, client needs and project-specific technical issues. We strive to create an enjoyable work environment with support and opportunities for positive career growth. Much of the work will be conducted within an office setting with frequent sitting, reaching and manipulation of objects, tools and/or controls. The position requires mobility. Duties involved require moving materials that weigh up to 10 pounds on a regular basis and up to 25 pounds on an occasional basis. Manual dexterity and coordination are required over 50% of the work period while operating equipment such as computer keyboard, mouse, calculator and similar machines. At times, bending, reaching, standing, and walking may be required.

Supervisory Responsibilities (if there are no supervisor responsibilities, put N/A):

• N/A

PEC is an AA/EEO/Veteran/Disabled employer.

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