Job Responsibilities

- Answering Phone Calls/Taking Messages

- Creating a New Account

- Transferring calls

- Assisting clients who walk in

- Offering tea, coffee, water

- Assisting with Pick Ups

- Writing up jobs/opportunities

- Keeping work station/lobby/break room organized

- Light cleaning/straightening of lobby area and break room


Answering Phone Calls

"Thank you for calling WM Printing, this is _______"

No matter who the caller, ask for their name, phone number, and email address.

If they ask for someone in the office, do not immediately put them through unless instructed to.

Ask first if there is something you can help with.

Attempt to answer their questions.

For any questions you do not have the answer to say "I will definitely look into that and someone will reply with the answer as soon as possible."


Creating a New Account

If someone is a new caller, new customer, or has never placed an order with us, let them know if will take you about two minutes to set up their account so that you can send them over their estimate quickly. 

When asking for their address, just say "any address will do for now", not necessarily their billing address.

Take their company name and based on the first few letters of the word, or first letters of all words, create their new CLIENT CODE.

For example:

WM Printing would be WMP

City of Boca Raton would be BOCA

SaferWatch would be SAFE (it's ok to make a 3-5 letter client code that's easy to remember)


If they have multiple locations:

Live Nation Boca would be LNB

Live Nation South Florida or the Fillmore would be LNSF

Live Nation North Florida would be LNNF...and so on.


Transferring calls

On the Vonage phone press Transfer and then the person's extension


Taking Messages

Before asking to simply take a message for another employee, ask the caller if there's anything you can help with. They may just need recommendations of products, or to know the status of their order, or to actually place an order.


If they would like to place an order but you're unsure of the price, simply write it up as a draft and assign it to a manager.


Assisting clients who walk in

Offering tea, coffee, water

Assisting with Pick Ups

Writing up jobs/opportunities

Keeping work station/lobby/break room organized

Light cleaning/straightening of lobby area and break room