Portland Mechanical Contractors is actively seeking a new Receptionist-Service Representative to join our dynamic team!
The ideal candidate will have HVAC or plumbing/piping industry experience in construction mechanical contracting and have a successful track record.    
We’re eager meet our newest team member!

The Receptionist-Service Representative answers company-wide telephone calls and greets visitors.  The effective conduct of conversations, handling calls, and visitors is significant to the impression outside parties receive about Portland Mechanical Contractors. 

This position reports to the Office Manager and is FLSA Non-Exempt.

 Competencies:

• Customer Service
• Situational Adaptability
• Thoroughness & Detailed Oriented
• Financial Acumen

Accountabilities:

• Receptionist Responsibilities:
  • Answer telephone and greet visitors at front desk
  • Sort daily USPS mail
  • Handle FedEx and UPS shipments
  • Prepare and track certified mailings through the USPS
  • Order office supplies and manage inventory
  • Organize meetings, conference room reservations, including food/beverages
  • Facilitate other corporate activities communications
  • Order uniforms and manage inventory
  • Perform additional office tasks as assigned
• Service Responsibilities:
  • Identify service requests received via email and prepare requests for dispatch
  • Provide dispatch back up support when necessary
  • Provide data entry/project support for the service department
• Relationships:
  • Understands relationships of service dispatching, job sites and departments company-wide
  • Maintain positive relationships with customers, department, field personnel, and vendors who may have limited understanding of administrative processes
  • As part of the PMC team, supporting company-wide goals and objectives
  • Maintain confidentiality of accounts, payments, business transactions and all other confidential information
• Provide data entry / project support for other departments as needed
• Projects and additional duties and projects as assigned

Requirements:

• Education/ Experience:
  • High School graduate or equivalent
  • 2-3 years previous receptionist experience handling multi-line phone system and administrative experience
  • Experience in a fast-paced office environment – 2+ years
  • Customer service experience – 2+ years
  • Accounting experience in construction industry is a plus

• Required Skills:
  • Excellent phone skills
  • Stellar customer service and ability to positively project business professionalism
  • Skills and ability to work collaboratively, effectively and professionally with customers and vendors, managers, construction field workers and office personnel
  • Excellent oral and written communication skills
  • Ability to handle stressful situations courteously and professionally
  • Exceptional multi-tasking skills and ability to stay focused with multiple interruptions
  • Ability to input data with a high degree of accuracy and attention to detail
  • Above average skills using Microsoft Office –Excel / Word / Outlook
  • Experience working with PDF documents and use of editing and mark-up tools such as Bluebeam and Adobe
  • Organized; self-starter with the ability to prioritize and manage multiple projects/tasks and meet deadlines
  • Team approach to work environment
  • Flexibility – able to adapt procedures to accommodate various departments, etc.
  • Excellent written and verbal communication skills
  • Problem-solving skills
  • Attention to details
  • Be deadline-oriented, financially accurate and organized 

Physical Requirements:

• Constant use of a computer, phone, and eye-hand coordination
• Largely sedentary role, however some filing is required
• Sitting for long periods of time, with standing workstation as an option
• Ability to lift files, open filing cabinets and bending or standing on a stool as necessary

Work Environment:

• Work performed in a shared, collaborative office environment, managing frequent distractions

Supervision:

• This position has no supervisory responsibility
• This position receives supervision depending upon the assignment; In some cases, the supervisor outlines steps involved in completing assignments or standard procedures are available to enable the employee to work in a routine fashion
• This work is routinely monitored, and the end results of this work are checked