JOB PURPOSE: The Receptionist covers the front desk and supports daily operations by answering calls, coordinating mailings, maintaining CRM records, as well as providing administrative support for building management, tenant coordination, and office organization to ensure efficient operations across departments. This in-office position requires daily presence at our Butler, NJ office. The individual in this role reports to the HR Manager.
DUTIES & RESPONSIBILITIES:
Manage Anserve's main telephone line, answer and transfer calls to appropriate departments, and take messages.
Open and distribute mail.
Coordinate mass mailings to new territories and industries (sales letters, brochures, and marketing materials) and send parcels, business and medical welcome packages, and customer gifts via the USPS portal; track and record all activity in the CRM system.
Obtain signatures on new contracts from customers and employees, in person or electronically, and ensure all signers are aligned.
Manage the cold lead database in Brevo, including editing contacts, and reaching out to dead leads.
Manage and maintain accurate records in the CRM lead tracker by logging lead statuses, contact activity, and ensuring accurate, up-to-date records.
Keep a record of monthly sales inquiries and compile reports for our sales team and outside marketing company.
Prepare and mail out HIPAA documents to new clients, keeping track and correctly filing away.
Responsible for printing, scanning, and faxing for all departments in the building.
Track rent payments and be the point of contact for all tenants and real estate agents.
Renew all leases for both buildings.
Assist with the organization of repairs, maintenance, inspections, and building projects (yearly fire inspections, security inspections, etc.).
Assist with filing the renewal applications for insurance policies (workers comp, cyber, errors, and omissions, professional liability), point of contact with the broker.
Email W-9s, and insurance certificates to clients.
Monitor office and break room supplies across departments and place orders as needed (paper, ink, tape, sponges, paper goods, kitchen essentials, etc.), ensuring both kitchens remain clean and tidy with counters wiped down.
Maintain an organized inventory of marketing materials (e.g., pens, brochures, sticky pads) and proactively monitor stock levels, notifying the designated team members when quantities fall below established thresholds.
Ensure the conference room is meeting-ready each morning, including powering on the TV and confirming basic functionality. TV should turned off at the end of the business day.
Performs other duties as assigned
REQUIRED SKILLS/ABILITIES:
Adhere to Anserve's core values.
Capable of maintaining a high level of confidentiality.
Very organized, motivated, and results-driven.
Work independently and accurately in a timely manner.
Enjoy learning and drive for continuous self-improvement.
Excellent telephone etiquette.
Great communication skills: excellent oral, written, and analytical skills.
EDUCATION AND EXPERIENCE:
Minimum 3-5 years of administrative experience.
High-School diploma.
Working knowledge of Microsoft Office Products.
Familiar with company insurance policies.
Knowledge of rental leases and laws.
Compensation & Schedule
Pay: $17.00-$20.00 per hour, based on experience. Work Schedule: Monday through Friday, 10:00 AM-5:00 PM EST with a 45-minute paid lunch break. Employment Type: Full-time
SUPERVISORY REQUIREMENTS:
None.
TRAVEL REQUIREMENTS:
This position requires travel to our Butler, NJ office location 5 days a week.
PHYSICAL REQUIREMENTS: While performing the duties of this job, the employee is:
Regularly required to sit, talk, use repetitive motion, type, and hear.
Frequently required to stand, walk, and climb stairs.
ADA Disclaimer: In developing this job description, care was taken to include all competencies needed to successfully perform in this position. However, for Americans with Disabilities Act (ADA) purposes, the essential functions of the job may or may not have been described for purposes of ADA reasonable accommodation. All reasonable accommodation requests will be reviewed and evaluated on a case-by-case basis.