Receptionist bei Pet Scoop Inc

Description

The Receptionist is a customer service position, primarily responsible for answering the phones, setting up new clients, and handling some changes to the accounts of existing customers. Positive and professional telephone skills are essential to this job. In addition to answering phone calls, the Receptionist will be interacting on a daily basis with all vendors, partners, technicians, and other office staff. This position requires an attention to detail and excellent customer service skills, as it involves the public’s first impression of Pet Scoop.

NOTE: Due to the nature of this position this person will need to work in the office 5 days per week - not a remote or flex position.

Core Responsibilities:

• Maintain the office environment by answering phones, greeting technicians and visitors, data input, filing and performing special projects.
• Act as initial point of contact for incoming calls (Primary on phones).   
• Answer questions, take messages and transfer phone calls in a professional, friendly manner.
• Provide information to potential clients and actively try to convert these callers to clients by communicating the benefits of our services.
• Set-up new clients by email or phone by filling out common forms and entering data into the computer.
• Computer user of at least basic skills. Able to learn and use Service Auto Pilot, WorkWave, Teams, WORD, EXCEL and misc. other programs.
• Entering Forms and tickets for client accounts.
• Checking phone messages first thing in the A.M.
• Greeting technicians and fellow co-workers in such a way as to make them feel welcome and appreciated.
• Taking Credit Card information and Expiration Dates (can enter, but not charge)
• Printing of office forms, cutting forms and distributing copies to appropriate staff.
• Light cleaning around the office as needed.
• Assist in opening and/or closing of the facility at the beginning and/or ending of each day as needed.
• Work as part of a team, and be willing to communicate problems to Office Manager.
• Work to be a self-starter and self motivated (able to take direction, learn procedures and work with minimal supervision).
• Other projects and task as assigned by administrative staff.
• Help to maintain and guard our company culture and values.

Daily

• Listen to messages first thing in A.M. 
• Primary on phones (try to answer phone on first ring, but within 3 rings).
• Sometimes there is a very high volume of calls
• Keep OUTGOING calls to a minimum 
• Greeting visitors, vendors, technicians, and job applicants in a friendly/professional manner 
• Offering beverage/bathroom to vendors/applicants 
• First impression on both phone and in person for Pet Scoop 
• Answer questions, take messages and transfer phone calls in a professional, friendly manner.
• Complicated billing questions to Office Manager
• Concern calls to Customer Care 
• Relay phone messages to office staff and techs as changes come in (utilizing Teams)
• Provide information to potential clients and actively try to convert these callers to clients by communicating the benefits of our services.
• Entering potential clients as leads in SAP 
• Make 4 attempts at converting leads 
• Utilizing preferred day list and WorkWave for day of service options 
• Converting leads and entering in SAP-initials form-adding to calendar, and removing lead from SAP 
• Attention to detail/efficiency in setting up clients, a must 
• Complete forms, tickets and enter notes on client accounts for adjustments to service.
• Emailing and/or Mailing “Thank You” and Sympathy Cards as well as other correspondence like New Client packets.
• Special projects assigned by Office Manager 
• Maintaining a clean and uncluttered receiving area.
• Light cleaning around the office as needed (taking trash out, vacuuming, dusting, cleaning kitchen floors, sinks and counters, cleaning bathroom sinks, restocking paper towels and bathroom tissue, refilling soap dispensers).
• Assist in opening and/or closing of the facility at the beginning and/or ending of each day as needed.

Weekly

• Inventory and print Letterhead, Envelopes, Fax Sheets, Business Cards, Thank You/Sympathy cards. And inform Office Manager

Monthly

• Attend Company Meeting

Yearly

• Meeting with Office Manager for Annual Review and Goal Setting

Ongoing and Continuous as needed

• Special projects as requested by administrative staff

Requirements

Qualifications, Knowledge, Skills, and Other Abilities:

• Attention to detail is very important
• Excellent customer service skills
• Ability to handle a high volume of phone calls
• Some office/administrative experience preferred but not required
• Detail oriented, reliable, organized
• Enthusiastic and positive attitude
• Desire to grow and learn and help others do the same
• Participate in continuing education and certification programs when relevant
• Must love to serve people: clients, employees, our community
• Strong interpersonal skills and emotional intelligence, a demonstrated ability to build relationships and effectively connect with others, approachable

Minimum Requirements:

• Able to follow processes in detail, perform duties consistently and reliably
• Ability to work in Microsoft Office applications (Outlook mail and calendar functions, Word, Excel, Teams, OneDrive, SharePoint) – some training is provided
• Must be able to complete office work including typing, reading screens, processing information, handling sensitive and/or confidential information responsibly
• Occasional physical work such as restocking supplies, must be comfortable lifting up to 30lbs
• Must agree to a pre-employment background check and drug screen (excluding marijuana)

Compensation:

$21-$25 per hour depending on experience

Health Benefits, Vision, Dental

PTO (accumulates at 1.85 hours per week – 96 hours per year)

401K matched at 4% after 1 year of employment

Employee Rewards Program