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Receptionist/Administrative Assistant

Job Description
ESSENTIAL DUTIES AND RESPONSIBLITIES include but not limited to the following. More detailed and specific job duties may also be assigned.
Responsible for answering and directing incoming calls
Greet visitors; present visitor badge, and sign the guest book. Have the visitor/vendor/customer read and sign the Visitor's Confidentiality Agreement form (located in the back pocket of the sign-in binder).
Update the Welcome Board in the Lobby as needed..
Sort and distribute incoming U.S. daily. Open, alphabetize and date stamp the accounts payable invoices for all divisions of SP Industries. Return stamped invoices to accounts payable. Hand deliver mail to the First Floor offices and distribute mail for the Second Floor in the Mail Sorter.
Occasionally take out-going mail to the local post office before 5:30pm
Open the Lockbox Deposit Summary (white) envelopes received in the mail from TB Bank. Date stamp all mail and sort by lockbox number and date, these are checks deposited for the account receivable departments. All correspondence is forwarded to the accounting department.
For the Payroll Department: Prepare FedEx envelopes for Gardiner, NY - HR location to send paychecks and bi-weekly to our Vineland, NJ HR department.
Enter paper applications into ICIMS (Walk-ins)
Update Job Descriptions into WFO/ICIMS (project)
Work with HR to update HR forms
Update HR Shared Drive (project)
Assist with creating Flyers, Sign Up sheets, and notices to team when necessary to stay consistent with format and message
Post Information on Bulletin Boards when necessary
Misc data entry, scanning, faxing , copying and filingResponsible for ordering coffee supplies
Responsible for ordering business cards for all professional staff
Order SP shirts for sales/service employees
Maintain neat appearance of Lobby, restroom, Lobby conference room and coffee station.
Retain keys for the Courtyard Conference Room, Mezzanine Room (storage, HR files, engineering files and accounting files), Lobby Conference Room and the Mailbox key for the outside green mailbox.
Comply with all company policies, procedures and work instructions to ensure continued ISO certification.
Follow all safety policies, precautions, recommendations and procedures as may be applicable.
Responsible for sign-in register as well as the SP Phone Directory, during fire alarms when exiting the building and check with the appropriate managers to determine that all temporary employees, contractors, vendors and guests are safely out of the building. (Managers are responsible for verifying that their direct reports are out safely).
Perform other administrative duties as necessary
QUALIFICATIONS, EDUCATION, EXPERIENCE AND SKILLS
Minimum High School Diploma, Business Courses or Associates Degree
Experience with all MS Office Suite products.
Excellent verbal and written communication skills
PHYSICAL DEMANDS
The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Able to lift up to 20 lbs.
Able to work under own initiative.
Flexible, courteous, friendly and positive approach.
Ability to follow written and verbal instructions.
Ability to work in a team environment.
Make a positive contribution to maintaining a workplace that is healthy, safe, neat and tidy.
Accomplishes organization goals by accepting ownership for new and different requests; AND exploring opportunities to add value to job accomplishments
WORK ENVIRONMENT
The work environment characteristics described here are typical of those an employee might encounter while performing the essential functions of this job in an office environment.

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