Receptionist (First Impressions Specialist)
FinishMaster, Inc. - Indianapolis, IN

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About Us

FinishMaster, Inc.,is the leading national independent distributor of automotive paints, coatings and related accessories to the $2.5 billion U.S. automotive paint refinishing market. FinishMaster offers its collision repair, automotive dealership, and fleet operator customers a full line of brand-name products from leading manufacturers such as BASF, DuPont, PPG and 3M. Founded with a single outlet in 1968, FinishMaster has grown to 160+ sales outlets and three major distribution centers in 30 states. Headquartered in Indianapolis, Indiana, FinishMaster employs more than 1,400 associates throughout its national network of sales outlets and distribution centers. Uni-Select acquired FinishMaster effective January 11, 2011. FinishMaster is a wholly owned subsidiary of Uni-Select and will remain a distinct entity within Uni-Select serving the collision repair market.

Position description

Receptionist (First Impressions Specialist)

FinishMaster has an immediate opening for a Receptionist (First Impressions Specialist) at our corporate headquarters in Indianapolis. We are located in the PNC Building in downtown Indianapolis, adjacent to Circle Center Mall. The ideal candidate for this entry level position would have at least 1 year expereince in an office setting with professional appearance and demeanor along with exceptional cutomer service and problem solving skills. The final candidate must pass a pre-employment drug screen along with a criminal background check due to the position's access to confidential and sensitive information.

The Receptionist (First Impressions Specialist) primary areas of responsibility include providing excellent customer service to external clients, business partners, and vendors, directing incoming phone calls, managing the internal meeting spaces, and general office organization as well as assisting Human Resources and providing support for the executive team.

1. Hospitality:

a. Represents the company in a friendly and professional manner at all times.

b. Answers multi-line switchboard in a friendly and professional manner, determines the nature of the call and directs calls to the proper destination. Takes messages as needed, escalates issues timely and screens solicitations appropriately.

c. Greets guests and notifies host promptly.

d. Ensures the reception area is orderly and presentable.

2. Office Management :

a. Serves as the central point-of-contact for office-related vendors to coordinate maintenance, service or supply replenishment and manages the vendor relationships:

i. Water and coffee vendor

ii. Copier vendor

iii. Postage machine

iv. Building (office space, security, building access cards)

v. Cleaning crew

vi. Shredding and Records Management

vii. Employee Parking (management)

b. Orders and maintains office supply inventory for frequently used community supplies as well as kitchen/pantry supplies.

c. Receive, sort and distributing incoming all mail and deliveries. Ensure all outgoing mail and deliveries are sent by daily cut-off times.

d. Keeps Home Office employees apprised of building notices and downtown traffic events.

3. Administrative Support:

a. Handles all pre-employment and post-accident drug testing and motor vehicle record check orders and reports results back to the field timely and accurately.

b. Prepares monthly birthday cards and ships them to field management.

c. Prepares quarterly service award data to administrator and ships sales awards per the supervisor’s instructions.

d. Provides support for Human Resources projects.

e. Provides administrative support to Executive team as needed:

i. Schedules a conference room or conference calls upon request.

ii. Assists with coordinating lunches for in office Executive/Lead team meetings and helps with set up and clean up (as needed).

iii. Assists with booking travel

iv. Assists with project work

KEY COMPETENCIES

  • Professional appearance and demeanor
  • Punctuality and time management is essential with the ability to work 8am to 5pm, Monday – Friday
  • Ability to multi-task
  • Working knowledge of Microsoft Applications
  • Excellent verbal and written communication skills
  • Ability to work with minimal supervisor
  • Strong customer service orientation
  • Initiative
  • Responding in a calm and effective manner to a variety of demands and personality types
  • Demonstrating effective verbal and written communication
  • Meeting deadlines; resourcefully completing challenging tasks
  • Prioritizing and multi-tasking independently of others' direction
  • Preparing, disclosing and handling confidential and sensitive information

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