Overview:
We are seeking a friendly, organized, and efficient Receptionist & Bid Coordinator to join our team.
A Receptionist and Bid Coordinator serves a dual function within an organization, combining front desk duties with the responsibilities of coordinating and preparing bids for projects. This role requires a mix of administrative skills, customer service capabilities, and time management to ensure efficient office operations and successful bid submissions.
The Receptionist & Bid Coordinator will be the first point of contact for our company, providing exceptional customer service to clients, visitors, and staff. The ideal candidate will have excellent communication skills, a professional appearance, and the ability to handle multiple tasks efficiently.
This position will be responsible for managing bid requests from sales engineers, mechanical engineers, and contractors, ensuring that all requests are entered into our bid system and given to the correct sales team for selection, pricing, and bidding to clients. This role requires excellent organizational skills, attention to detail, and the ability to work collaboratively with various departments.
The role of a Receptionist and Bid Coordinator is crucial for maintaining efficient office operations and ensuring successful bid submissions, contributing significantly to the organization's growth and customer satisfaction.
Responsibilities:
- Answer incoming calls, and direct them to the appropriate personnel or departments
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Warmly greet clients, visitors, and guests upon arrival
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Provide excellent customer service to visitors and callers, addressing inquiries and resolving issues
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Perform general administrative tasks such as managing mail, scheduling appointments, scanning documents and saving to the appropriate files, filing, photocopying, and maintaining office supplies
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Maintain accurate records of visitor logs, calls, and messages
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Ensure the reception area is clean, tidy, well-organized, and welcoming
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Manage incoming phone calls, transfer calls to appropriate personnel, and take messages when necessary
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Schedule and confirm appointments, manage meeting rooms, and coordinate with relevant staff members
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Respond to inquiries via phone, email, and in person, providing accurate information and assistance
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Receive, sort, and distribute incoming mail and deliveries
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Monitor and manage inventory of office supplies, placing orders when needed
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Provide administrative support to other departments as required
Qualifications:
- Education: high school diploma or equivalent; an associate's or bachelor's degree in business administration or a related field is a plus, additional qualifications as a Receptionist or Secretary are a plus
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Experience: Proven work experience as a Receptionist, Front Office Representative, administrative, bid coordination, or similar role is advantageous
Additional Requirements:
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Proficiency with Microsoft Office Suite (Word, Excel, Outlook), email, and office equipment
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Familiarity with bid management software is a plus
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Excellent verbal and written communication skills for effective interaction with clients, visitors, and internal teams
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Strong organizational skills and multitasking abilities to manage multiple tasks and prioritize effectively
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Strong customer service skills to provide a positive experience for visitors and callers, customer service-oriented attitude
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Ability to identify and address issues promptly and efficiently using analytical and problem-solving skills
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Collaborative attitude, ability to work independently as well as the ability to work well within a team environment, team player with strong interpersonal skills
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Regular interaction with visitors and callers, providing a professional appearance and demeanor; friendly, approachable, courteous, and friendly first impression