Hanover, Maryland
Receptionist / Purchasing Assistant Job Opening in Hanover, Maryland - GENERAL SUMMARY:
Receptionist and administrative assistant to the office staff by answering main number in-coming telephone calls, ordering supplies, distributing mail, as well as other duties as assigned. Provides assistance to the Purchasing Supervisor with purchasing, data entry and expediting materials. Works with internal customers to provide customer service for material acquisition, and also assists with shipping and receiving as needed.
ESSENTIAL JOB FUNCTIONS:
Receptionist Responsibilities:
Answers, screens, and properly routes incoming phone calls
Greets visitors, alerts appropriate party of visitors arrival, and properly directs visitors
Receives, opens and routes all incoming mail
Serves as the phone system expert and trains new employees on features and functions
Accounting Support Responsibilities:
Conducts final check audit for accounts payable, prepares check mailing, and sends out weekly A/P checks
Records incoming checks on check log and distributes to Accounting
Distributes paychecks
Enters data into the accounting system / financial software package
May assist with month-end closing and other assignments as needed
Administrative Services Support Responsibilities:
Acts as point of contact to refreshment companies, responsible for reporting and coordinating break room maintenance issues with outside vendors and facilities manager
Maintains inventory lists and orders supplies for the break room
Maintains supplies for the copy room including the ordering of supplies, coordinating equipment service, managing mail boxes, adding postage to the mailing machine, monitoring fax machines and copiers
Coordinates the scheduling of conference rooms and negotiates changes when necessary
Coordinates special requests with the cleaning crew and follows up with the service on concerns
Purchasing Responsibilities:
Creates purchase orders for assigned vendors and commodities from purchase requisitions
Releases purchase orders that are within the limits of requester?s authorization
Re-routes purchase orders to managers for proper approvals and signature authority
Reviews purchase requisitions for correct data, which includes order quantity, part numbers, engineering or operations specifications, and delivery requirements
Assists with the data entry portion of the purchasing process as needed
Coordinates and expedites orders placed with suppliers and vendors to maintain on-time scheduled deliveries
Maintains computerized procurement records, which include items or services purchased and their cost, cost reports, delivery, product quality or performance and inventories
Processes New Vendor Request Forms to get new vendors setup in our accounting system
Assists with shipping and receiving, which include greeting and signing for couriers that are there picking-up or dropping-off packages in the evenings.
Miscellaneous:
Assists any department with tasks that can be started and stopped at any time. (E.g., small assembly of parts, putting labels on objects, scanning bar codes, counting parts, etc.)
Other administrative duties as assigned
Collecting, sorting, and distributing incoming mail and faxes
Signing for and distributing deliveries
Assists in planning and setting up company events
JOB REQUIREMENTS:
Education:
High School Diploma / GED required
Experience:
Prior experience with phone handling in a fast paced environment
Prior experience welcoming on-site visitors, determining the nature of their business call, and announcing visitors to the appropriate personnel.
Prior administrative support experience (2 years preferred)
Prior accounting experience (working with financial software packages (MAS 90 / Sage 100 System) preferred)
Knowledge/Abilities:
Excellent communication skills
Professional sounding voice
Professional and courteous demeanor with outstanding interpersonal skills
Great organizational skills to track multiple deliverables for internal customers
Excellent writing skills
Proficient computer skills, especially MS Office Products (Word, Excel, Outlook)
Ability to multi-task and handle projects from different departments
Flexibility to adapt to changing priorities
Absolute confidentiality
Experience working with SharePoint
Other:
Professional phone voice
Must be able to work Monday ? Friday from 9:00 am -5:30 pm
Must dress professionally as a BSI representative greeting visitors
Job Type: Full-time
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