Receptionist / Customer Service - West Chicago, IL

To answer all incoming calls and greet visitors for the entire company in a professional and friendly manner. To provide administrative support to the general office/accounting and other departments as needed. Areas of responsibility:
Answer all incoming calls and greet customers

• Handle all transfers of switchboard calls to appropriate department
• Make sure all visitors are welcomed and company personnel are notified of their presence
• Handle all voice mail transfers, inter-company transfers, and message alerts
• Take written messages for incoming calls and distribute to appropriate personnel
• Maintain schedule of Conference Room
• Oversee applicant’s application for employment
• Ensure lobby TV is turned on/off daily

• Calculate and total daily technician timecards
• Data entry of labor into business system against service work orders
• Follow up with proper Service Department to resolve discrepancies

• Print all daily invoices from manufacturer’s portal and distribute to proper Accounts Payable personnel
• Assist in 2-way matching in business system to setup for payment
• Print CMW statement bi-weekly and reconcile with extend
• Annually organize AP files (end of year)

• Print daily invoice report, sort and process daily invoices
• Collect and post all credit card transactions in a timely manner
• Maintain Nicor spreadsheet
• Enter customer insurance certificates into system and file

• Email leads to appropriate salesman
• Build binders for sales staff
• Miscellaneous clerical support to Sales Team as needed

• Complete survey reports and send to outside marketing company
• Maintain IFTA spreadsheet for quarterly reporting
• Various reports in Excel to maintain (phone list, toner inventory, Verizon log)

• Open mail and interoffice UPS, stamp with date, and distribute
• Monitor & distribute all incoming faxes
• Maintain all office equipment (postage meter, copiers, fax machines, printers and telephone system)
• Monitor and order all office supplies and FedEx supplies
• Update Corporate Calendar with vacation dates from Office Manager
• Assist in special mailings and projects for all departments
• Maintain and organize all Parts Proformas