JOB DESCRIPTION

FRONT DESK ADMINISTRATIVE ASSISTANT

Purpose and Scope 

 

The Front Desk/Admin Assistant is to handle all office communications and provide support for the office team. This includes some entry level accounting, purchasing, and human resource work.

Schedule

Normal work schedule 

This will typically be a Monday through Friday role, working five 8-9 hour days.

Hours may be changed (increased or decreased) by Blauch Brother’s Inc. management as required.

Typically, this position will require between 40-43 hours a week.

Responsibilities

   Daily

  • Route invoices from vendor’s inbox to necessary parties using Sage Paperless.

  • Enter invoices (without a PO number) into Sage Paperless for the accounting supervisor.

  • Update the Vehicle Maintenance Log with any company vehicle maintenance expenses.

  • Gather receiving tickets from the warehouse and scan them to the purchasing assistant.

  • Process outgoing mail for employees.

  • Answer all phone calls and direct them to the necessary parties.

  • Assist customers in making online payments via phone calls.

  • Assist customers, vendors, recruits, and visitors in the office area.

  • Schedule interviews and other appointments for the human resources director.

  • Perform any and all other duties assigned/requested by the CFO & HR director.

 

  Weekly

  • Download Lowe's invoices from online account and route them to purchasing assistant and/or accounting clerk in Sage Paperless (Friday).

  • Order lunch for orientation participants.

  • Order necessary office supplies for the main office, service department, and warehouse.

  • Order food and snacks for the break room, insuring a back stock of excess inventory.

  • Deliver custodial check and ensure that he has all necessary material to clean the offices on the weekend.

  • Update employee cell phone, extension, and apprentice phone lists; send to the entire organization after update.

   

   Monthly

  • Draft and publish the Blauch Bulletin (send to the human resources director to post on HH2 platform).

  • Pull job costs for WIP for CFO (after the 10th of each month).

  • Count, record, and create a deposit slip for the "lance snack box."

  • Purchase postage for postage meter.

  • File certificates of insurance in the COI binder (in the purchase assistant's office).

   

   Quarterly 

  • Organize the quarterly BBI birthday and anniversary celebration, which includes:

    Ordering food and drinks; sending reminder email to all invited employees; calling all invited employees the day prior to remind them of the upcoming celebration; creating a PowerPoint presentation, listing all the birthdays and anniversaries; preparing the conference room with the necessary utensils, supplies, and food; and cleaning up after the celebration is over.
     

  • Review department OKR’s and quantified outcomes that are applicable to your role

   Annually

  • Participate in annual review

  • Set SMART goals for the upcoming year

   General 

  • Competent knowledge of printers and ability to assist employees when they have associated issues (or any other technological issues).

  • Complete credit application(s) and give to CEO to sign; send the completed application(s) back to the respective party.

  • Create a bank deposit (cash and/or checks) and take to the bank when the CFO and accounting clerk are not in the office.

  • Book training opportunities as well as travel and lodging for employees at the request of managers.

  • Scan and save files on F-drive according to Blauch Brothers standards.

  • Support and participate in the Unified Group, trade and peer groups, through attendance at training events, communication via email and responding to other members.

  • Research and recommend procedures in the continuous improvement of the administrative support process.

  • Comply with local, state and federal laws, ordinances and guidelines.

  • Maintain current knowledge of industry trends.

  • Work overtime, holidays, flexible hours, weekends and travel as necessary to accommodate our customers’ needs.

Organizational Relationship 

  • Front Desk/Admin Assistant reports to Blauch Brothers, Inc. CFO.

  • The front desk administrative assistant does not supervise personnel.

Competencies Required for the Role

   Managerial Competencies

  • Excellent time management skills with a proven ability to meet deadlines in a fast-paced work environment

  • Ability to prioritize tasks and to delegate them when appropriate.

  • Integrity and honesty

  • Ability to identify top talent to join and improve our team.

  • Ability to accept responsibility for mistakes.

  • Strive to engage in every activity in such a way that aligns with Blauch Brothers mission, to “Enrich Lives”

   Operational Competencies

  • Strong analytical and problem-solving skills (identify, analyze, and generate solutions).

  • Excellent organizational skills and attention to detail.

  • Ability to manage inventory of supplies and other office items.

  • Flexibility: open to change; rapidly adapt to new information, changing conditions, or unexpected obstacles.

   

   People Competencies

  • Excellent interpersonal and customer service skills.

  • Ability to timely and accurately communicate across teams, with customers, and outside entities, with Blauch Brothers standards for professionalism and courtesy.

  • Accountability: holds self and others accountable for measurable high-quality, timely, and cost effective results.

  • Positive relationship and conflict management

  • Skilled listener

   Financial Competencies

  • Ability to count money and give the correct change to customers making payments with cash.

  • Ability to seek out and find the best prices across multiple platforms when purchasing supplies or booking hotels/flights.

 

   Technical Competencies

  • Ability to fluently use Microsoft Office, web-based reporting system

  • Must have high attention to detail

  • Ability to effectively use a multi-line phone system

Physical Requirements   

Must be able to do moderate walking, standing, climbing, heavy lifting, carrying, bending, and reaching; routinely lift and carry parts and equipment anywhere from 15-75 pounds; possess manual dexterity to complete projects in a craftsman fashion. The following capabilities are required but not limited to:

Able to see for the purposes of reading instructions, blueprints and other printed material

Ability to operate computer hardware

Able to hear and understand speech at normal levels in person and/or on the telephone

Able to communicate verbally so that others will be able to clearly understand a normal conversation in person and/or on the telephone

Additional Requirements

Valid Virginia driver's license required along with an acceptable driving record, as defined by our insurer. Must have or pass ana cceptabel criminal background check

Harrisonburg Office (Headquarters)

911 Chicago Avenue

Harrisonburg, VA 22802

(540) 434-2589

Winchester Office

190 Prosperity Drive (Suite 12)

Winchester, VA 22602

(540) 450-1200

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