Receptionist & Administrative Assistant

Do you want to work in an interesting atmosphere without structured cubicles? Do you want the day to fly by because you are busy with various responsibilties?  Then, if you can think on your feet, are enthusiastic, dedicated, detail-oreinted as well as a master juggler of many responsibilities, you are the person needed in the hot seat of a multi-business, family-run office. 

 

As the main person who answers the 9-line phone system and greets visitors and clients in a small yet busy public adjusting firm in Seattle, you need to be quick on your feet.  You should be a master juggler of many tasks and responsibilities and have a keen ability to retain and understand what is happening around you.

 

For a broad job outlook, the main goals of the position are: 

1) To accurately and smoothly act as a gatekeeper, screening calls as well as opening and sorting mail. Conduct general administrative duties, such as sending packages, filing, ordering of office supplies, letterhead, and envelopes as needed. Responsible for ensuring that mailing, shipping and courier needs are taken care of in a timely manner. Communicate with the office equipment vendor(s) on service and supplies needs as well as monthly meter readings. 

 

2)  Expertly and efficiently conduct research on the Web to find property loss leads for potential new clients, including locating business owners and real property owners. Distribute (via email and/or fax) loss leads to the appropriate sales person/team per the company?s President?s instructions.  Record loss leads on Sales Tracking Sheet and update the information for the President?s review each morning. Efficiently and accurately mail/email/fax out correspondence and brochures (put together brochures, which requires copying and compiling the pieces together into an exterior brochure folder) to prospective clients as requested. Send out sales follow-up letters at 30-day mark and 60-day mark. Order and organize marketing materials.

 

3)  The family has several businesses that you will be involved in to a degree. As owners of residential and retail properties, you will also interact with tenants that call and/or come to the office, not in a management capacity, but in a capacity that you are able to accept and record rental payments and provide general information related to our properties.

 Experience, Skills, Qualifications

 

1.  2-3 years experience as an administrative assistant, including answering a multi-line telephone.

2.  Sales and marketing support experience helpful.

3.  Excel, Word and Web navigation required.

4.  Strong skills in writing and business correspondence.

5.  Very detail-oriented; must be able to retain information.

6.  Service oriented/customer service oriented (answering phones, working with clients, greeting visitors, and handling tenant walk-ins).

7. Able to handle many tasks at one time (answering phones, greeting visitors, preparing documentation, etc.).