Job Description

Receptionist – Roles & Responsibilities

Position Overview

The Receptionist is the first point of contact for customers, vendors, and visitors. This position plays a key role in creating a welcoming, professional environment while supporting sales and operations through accurate communication, organization, and customer service.

Primary Responsibilities

1. Customer Service & Phone Management

• Answer all incoming phone calls before the third ring.
• Greet callers with a positive, professional tone and company-approved greeting.
• Direct calls to the appropriate salesperson, manager, or department as needed.
• Take detailed phone orders for deliveries when a salesperson is unavailable.
• Record messages accurately and ensure timely delivery to the intended employee.

2. Office & Showroom Maintenance

The Receptionist is responsible for maintaining a clean, safe, and professional environment for customers and staff by performing light cleaning duties, including:

• Wiping down and maintaining cleanliness of the front desk and lobby area.
• Bathroom upkeep, including restocking supplies and ensuring cleanliness throughout the day.
• Vacuuming office and showroom areas as needed.
• Monitoring showroom product displays and reporting any maintenance or cleaning needs.

3. Delivery Intake & Scheduling Support

• Receive delivery orders via phone and enter them accurately into QuickBooks POS.
• Verify customer details, product type, quantity, payment, and delivery instructions before confirming.
• Communicate delivery requests clearly to the appropriate manager or dispatcher.
• Ensure all required information is collected before scheduling delivery.

4. Product Knowledge Requirements

The Receptionist is expected to maintain a working knowledge of Dakota Hardscape Supply’s core product lines to assist customers, schedule deliveries, and route calls effectively.

Required knowledge areas include:

• Aggregates & Bulk Materials
• Basic understanding of the different aggregates sold (e.g., gravel types, sand, base materials, decorative stone).
• Ability to identify which materials are eligible for delivery and general delivery requirements.
• Hardscape & Paver Products
• Introductory-level knowledge of pavers and related materials.
• Recognition of commonly requested items (exact technical knowledge is not required—sales staff will assist).

In-Store Products & Inventory Awareness

The receptionist should know what products are stocked in the office/showroom, including:

• Aquascape products
• Tru-Scape lighting products
• Lawn and paver edging and associated accessories
• Basic replacement parts kept regularly in stock
• This knowledge is used to answer general customer inquiries, check availability, and refer customers correctly to a salesperson.

5. Communication & Coordination

• Communicate professionally with customers, vendors, and team members.
• Notify sales staff promptly of inbound inquiries, orders, or customers waiting in the showroom.
• Report low inventory of office/showroom items to management.
• Coordinate with sales staff to clarify product questions when needed.

6. Administrative Support

• Use QuickBooks POS to look up products, check inventory, enter orders, and process simple transactions.
• Maintain organized front desk space, paperwork, and customer literature.
• Assist with minor administrative duties such as printing, scanning, organizing files, and receiving vendor deliveries in the office area.
• Performance Expectations
• Maintain a professional, friendly demeanor always.
• Keep workspace and showroom areas clean and customers ready.
• Ensure phone calls are answered promptly and accurately.
• Display accuracy in data entry, scheduling, and communication.
• Seek assistance from sales staff when product knowledge is insufficient.