Chamber Master

Receptionist/Office Assistant- KCA SERVICES heating and cooling

KCA Services
Job Description
Job Title:                      Receptionist/Office Assistant
Work Hours:                 8:00am  – 5:00pm, Monday through Friday, Tuesday through Saturday every other week.
Primary Job Function:   Have a great attitude that shines through the phone. Answer and direct all incoming calls.  Ensure that each customer contact is initiated in a friendly and courteous manner.  All phone calls to be answered preferably on the first ring, but no later than the third ring; customers will not be left on hold at any time for longer than 1 minute without acknowledgment.  Greet all visitors in a professional and courteous manner as they come in.  Assist in marketing efforts.
Reports To:                   General Manager
Daily Duties:                
  1. Answer all incoming calls no later than the third ring – preferably on the first ring.
  2. Route incoming calls to appropriate staff.
  3. When staff members aren’t available to take their phone calls always give the caller a choice of leaving a message.  Messages should consist of full name, company (if applicable), phone number, full date and time of call, and action requested for staff member.
  4. Contact proper team members with immediate customer concerns.
  5. Follow through with customers – be sure their needs have been adequately met.
  6. Greet all visitors immediately as they come into the office, in a professional and courteous manner.
  7. Keep reception area neat, clean, and organized.
  8. Filing (as directed by manager).
  9. Order office supplies as necessary.
  10. Transfer phones from answering service at the beginning of the day (7:30am).
  11. Transfer phones to answering service at the end of the day (5:00pm).
  12. Daily scanning necessary.
  13. Outgoing mail - ensure proper postage and deliver to post office/mail box daily.
  14. Maintain and distribute company phone list and emergency contact list.
  15. Coordinate with Sales Coordinator current marketing avenues; assist and execute mailings.
  16. Perform internet searches and assist in internet marketing.
  17. Radius marketing (create mailing list based on sold jobs).
  18. Keep Installation Board up to date.
  19. Perform “Happy Calls” after system installations are complete.
  20. Assist with Service Dispatching.
  21. Other duties as assigned.
Compensation: $10.00/hr. plus benefits and an incentive plan.

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Performance Indicators:  Certain key business indicators will measure the effectiveness of this position.  These include the following:
  1. Number of times phone calls go to voice mail during office hours.
  2. Customer satisfaction concerns with the manner in which the phones are being answered and handled.
  3. Proper routing of calls to the right staff member.
  4. Office supply stock being ordered in a timely manner so that we aren’t lacking necessities.
  5. Organized and accurate filing and scanning of customer files.
  6. Turnaround time on “Happy Calls” and marketing.
Contact Information