As the first point of contact at Naples Iron Works, our Receptionist plays a key role in creating a professional and welcoming experience for visitors and callers. This role is responsible for greeting clients, answering and directing phone calls, managing project documentation, and assisting with outgoing correspondence. We’re looking for someone organized, personable, and detail-oriented — someone who takes pride in setting the tone for the entire team.
Responsibilities
- Review and analyze incoming memos, letters, and reports to determine significance and route them appropriately.
- Create and maintain project records in the project management system, including subcontracts, purchase orders, change orders, transmittals, and attachments per Project Manager requests.
- Prepare and send pay requests, plans, and specifications as needed.
- Communicate with contractors and vendors on routine matters at project start and throughout the duration of work. Distribute correspondence to field teams or external parties via email.
- Coordinate invoice routing and track payments to subcontractors and vendors.
- Maintain accurate client and prospect data in the company’s CRM or project management system.
- Answer and direct phone calls or take detailed messages for appropriate team members.
- Verify certificates of insurance and follow up to ensure coverage remains current and compliant.
- Organize and prepare agendas for meetings; assist with scheduling and logistics.
- Manage the pickup, shipment, or delivery of plans and specifications.
- Perform general administrative tasks, including but not limited to: Filing, photocopying, and scanning; Taking and distributing meeting minutes; Managing calendars and coordinating travel; Ordering office supplies; Sorting and distributing mail; Maintaining digital and physical records
Minimal Experience and Skills
- High School Diploma, GED or equivalent. 3-5 years of experience providing administrative support in the construction industry.
- Bilingual a plus.
- Knowledge of administrative and clerical procedures and systems such as word processing, e-mail, spreadsheets, and managing files and records and other office procedures at a proficient level.
- Proficient in MS Office, Google Suite General basic knowledge of and ability to learn project management software such as Construction Online, active takeoff, and other related programs and systems.
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