POSITION SUMMARY
McCarthy Building Companies, Inc. is looking for an individual to share a full-time Front Desk Receptionist position in Phoenix, AZ. The position is responsible for operating a multi-line phone system, greeting visitors and directing visitor traffic in a friendly and positive manner. In addition, the Receptionist is responsible for various administrative tasks and office support.
RESPONSIBILITIES
- Coordinate closely with a role-share partner to ensure a clear desk coverage schedule, a seamless transition of tasks, and a unified front as the front desk staff.
- Answer/direct incoming calls.
- Through asking the right questions and searching internal directories, ensure callers and visitors get to the right person to assist them. When needed, take a message, research the right person to assist then forward the message accordingly.
- Maintain the accuracy of the multi-line phone system.
- Through networking, research and data gathering, update an internal directory of projects and staff in Excel; distribute monthly.
- Greet and direct visitors. Provide information to walk-in applicants to apply on-line and call the craft hotline.
- Promptly open, date stamp, sort and distribute all incoming mail. Scan mail to off-site partners as needed. Schedule weekly courier or create UPS packages to off-site projects and offices for all other mail and subcontractor/payroll checks.
- Create and maintain filing and mail distribution system.
- Promptly notify staff of incoming priority package arrivals. Follow up as needed to ensure packages are distributed.
- Maintain packing/mailing supplies and assist office staff in sending outgoing mail through various vendors (USPS, UPS, etc.)
- Maintain Neopost and other office machines, schedule maintenance as needed.
- Stay abreast of postage requirements, maintain updates to the postage system and billing codes.
- Lead efforts for our annual holiday charity drive.
- Create reports and process invoices.
- Order and maintain office supplies.
- Using Microsoft Outlook, schedule conference rooms for office staff.
- Maintain the appearance of the front desk and lobby.
- Process expense reports for office leadership team.
- Regularly maintain front desk cheat sheets and how to guides.
- Additional administrative duties as needed.
QUALIFICATIONS
- Must have 4+ years clerical/administrative experience.
- Must have excellent computer skills and be able to demonstrate proficiency with MS Office products (Outlook, Word and Excel) typing 50+WPM.
- Must be able to work in a fast-paced office environment, able to multi task, meet critical deadlines with eye for accuracy and attention to details.
- Ability to communicate effectively and professionally.
- Ability to work with all levels of project staff and organization.
- Ability to speak Spanish is highly desired but not required.
- Desire to work on a part-time basis and share the work of one full-time role.
McCarthy is proud to be an equal opportunity employer, including disability and protected veteran status.
NOTICE TO EXTERNAL SEARCH FIRMS: McCarthys Talent Acquisition Team is the only authorized representative permitted to engage with external search firms, staffing agencies, or other third-party recruiting partners. McCarthy maintains an Approved Agency List for recruiting partners, which is reviewed and updated annually.
McCarthy will only consider submissions from agencies with a signed fee agreement in place for the current year. McCarthy does not accept unsolicited resumes, candidate submissions, or referrals from agencies that do not meet these requirements.
If a candidate is submitted without an active agreement, McCarthy will have no obligation to pay any fees and reserves the right to contact, engage, interview, or hire such candidate(s) without any financial or other responsibility to the submitting agency. Unsolicited resumes, including those sent directly to hiring managers or other employees, will be considered the property of McCarthy.
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