Position Summary: We are seeking a friendly, organized, and professional receptionist to be the welcoming face of our company. The receptionist will manage front-desk activities, answer calls, assist visitors, and support core business functions such as estimates, invoicing, and processing walk-in payments. The role also includes responsibilities in sales assistance, billing and collections, and coordination of key exchanges and inventory pickup/drop-off activities.
Key Responsibilities:
Front Desk Operations (30%)
Greet and welcome visitors professionally.
Answer, screen, and direct incoming phone calls.
Maintain a tidy and presentable reception area.
Administrative Support (25%)
Manage appointment scheduling and calendars.
Handle mail and packages.
Support filing, scanning, data entry, and general office duties.
Coordinate sourcing, ordering and tracking office supplies, inventory and parts.
Sales, Billing & Collections (20%)
Prepare and send rental estimates.
Generate and send invoices accurately and promptly.
Assist with customer billing inquiries.
Process in-person payments for walk-in customers.
Support cold calls or walk-ins by converting leads into paying customers.
Rental Coordination (15%)
Assist with rental check-ins and returns (key exchanges).
Confirm completion of prerequisites such as payments, insurance, and required documents.
Assist with pickup and drop-off of rental inventory.
Operational Support (10%)
Provide support to other departments as needed.
Cross-train in other roles and assist in coordination during peak seasons.
Additional Expectations:
Maintain a professional and friendly demeanor at all times.
Ensure confidentiality in customer and company matters.
Assist with other duties as assigned based on company needs.
Ideal Candidates Have:
A customer-first mindset
Attention to detail
Willingness to take initiative
Flexibility to adapt to changing priorities
The ability to juggle multiple tasks efficiently
Experience and Qualifications:
Required
High school diploma or equivalent
Minimum 3 years of experience in a receptionist, customer service, or office role
Proficiency in Microsoft Office or similar software and general tech-savviness
Reliable transportation and punctuality
Physical ability to move around the office and assist with customer needs
Preferred
Experience in the rental, hospitality, or automotive industry
Experience with billing, collections, or sales support
Bilingual or multilingual a plus
Key Performance Indicators:
Attendance and Reliability: Consistent punctuality with minimal unplanned absences.
Work Quality:
Positive feedback from customers and teammates.
Accuracy of estimates, invoices, and administrative tasks.
Deliverability and Efficiency:
Timely completion of tasks and adherence to deadlines.
Accurate time reporting.
Responsiveness.
Response Time: Prompt communication with team members and customers.
Adaptability and Organization: Ability to prioritize tasks, adapt to changing schedules, and maintain an organized workspace.
Sales Contribution: Lead-to-conversion rate for walk-ins and phone inquiries.
Collaboration: Effective support of coworkers across departments.
Schedule and Work Environment:
This is a full-time, in-person role based in our office. There may be occasional opportunities to work from home.
Typical Schedule: Monday through Friday, 9:00 AM – 6:00 PM with a one hour break and with occasional weekend coverage during peak periods.
Periodic travel may be required.
Providing cross-functional support may be required.
Will need to be able to comfortably walk outside and show outside inventory to customers.
Pay Range:
Full-Time: $15 to $24 per hour
Part-Time: $12 to $20 per hour
Benefits:
Paid vacation.*
Health, dental, and vision insurance (after a probationary period).*
401(k) with matching (after a probationary period).*
Paid holidays and paid time off (PTO).*
Life insurance.*
On-the-job training
Opportunities for certifications.*
Employee discounts on rentals and services.
Scholarships
*Applies to full-time employees only.
Certain benefits subject to a probationary period prior to eligibility.