Customer Intake Coordinator (Receptionist)

Position Overview

The Customer Intake Coordinator (CIC) serves as the first point of contact for customers, visitors, and callers. This highly visible, customer‑facing role is responsible for ensuring a professional, welcoming, and efficient experience by managing incoming phone calls, greeting guests, and directing inquiries accurately to the appropriate departments. The CIC plays a key role in supporting daily service operations and maintaining a positive company image.

Employment Details

• Status: Full‑time, hourly position
• Reporting To: Service Manager
• Schedule: Monday–Friday, 8:00 a.m. – 5:00 p.m.
• Pay Range: $21.00 – $24.00 per hour, depending on experience

Primary Responsibilities

• Answer incoming phone calls promptly and professionally
• Greet customers and visitors entering the facility
• Accurately direct calls and inquiries to the appropriate department or individual
• Maintain a friendly, professional demeanor at all times
• Develop a working knowledge of departmental responsibilities to ensure efficient call routing
• Ask appropriate follow‑up questions to ensure customer needs are fully understood and addressed

Additional Responsibilities

• Remain proactive and engaged during periods when primary reception duties are limited, assisting with additional tasks as needed
• Sort and distribute incoming mail and prepare outgoing mail
• Maintain the greeting board and organize company product literature
• Manage scheduling and the shared conference room calendar
• Organize quarterly company luncheons, including restaurant reservations
• Assist with projects assigned by members of the Executive Leadership Team
• Maintain cleanliness of the break room as needed
• Coordinate with the Service Operations Coordinator (SOC) and Parts Department to ensure phone coverage when temporarily away from the reception desk

Physical & Functional Requirements

• Ability to sit or stand at a reception desk for extended periods of time
• Frequent use of a computer, telephone, and other standard office equipment
• Ability to speak clearly and professionally for extended periods while managing a multi‑line phone system
• Ability to lift, carry, or move office materials (such as mail, boxes of supplies, or literature) weighing up to approximately 20 pounds
• Ability to multitask, remain focused, and maintain professionalism in a fast‑paced, customer‑facing environment

Dress Code & Professional Conduct

• Business casual attire is required
• Torn jeans, t‑shirts, and sports jerseys are not permitted
• Due to the public nature of the reception desk, food and beverages may only be consumed discreetly (including snacks and drinks)
• Personal phone calls are not permitted at the reception desk and must be limited to scheduled breaks or lunch periods

Required Qualifications

• High school diploma or equivalent
• Strong punctuality and reliability
• Professional telephone presence and communication skills
• Excellent interpersonal skills with the ability to interact respectfully with customers, visitors, and employees
• Ability to prioritize tasks and manage time effectively
• Basic to intermediate proficiency in Microsoft Office applications (Word, Excel, Outlook) and Windows operating systems

Preferred Skills & Attributes

• Previous experience in a receptionist, customer service, or administrative support role
• Familiarity with multi‑line phone systems
• Strong organizational skills and attention to detail
• Ability to work independently and proactively identify next tasks
• Comfort supporting administrative projects in a professional office setting

Benefits Summary

We offer a comprehensive benefits package for full‑time employees, which includes:

• Medical insurance
• Dental insurance
• Vision insurance
• 401(k) retirement plan
• Health Savings Account (HSA)
• Flexible Spending Account (FSA)
• Opportunity to participate in the company incentive program
• Paid Time Off (PTO) and vacation time are earned and administered in accordance with the Employee Handbook and applicable company policies, as amended from time to time
• Additional employer‑sponsored benefit offerings to support employee well‑being

Equal Employment Opportunity Statement

We are an Equal Opportunity Employer and are committed to providing a workplace free from discrimination or harassment. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, age, national origin, disability, protected veteran status, or any other characteristic protected by applicable federal, state, or local laws. Employment decisions are based on business needs, job requirements, and individual qualifications.

This job description is intended to describe the general nature and level of work performed. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications.