Job Description
About the Job:
Summary:
Provides great customer service to company staff and guests, general office support with a variety of clerical activities and related tasks. The receptionist will be responsible for answering incoming calls, directing calls to appropriate associates, mail distribution, the flow of correspondence, requisition of supplies as well as additional clerical duties.
Essential Functions:
- Ensures office is unlocked, all lights are on and is ready to response to staff, clients or calls by 8 am.
- Is knowledgeable of corporate organization, the scope of services offered and key personnel for the completion of position requirements.
- Answers phone calls with the company name and greeting and directs the caller to the appropriate associate. Will transfer a caller to an associate’s voice mailbox when the associate is unavailable.
- Greets and welcomes visitors into the office and ensures they are promptly attended to by oneself or requested staff.
- Takes and retrieves phone or in-person messages left for company personnel and provides staff with messages via email.
- Provides callers with information such as company address, directions to the company location, company fax numbers, company website and other related information.
- Receives, sorts and forward’s incoming mail. Maintains and routes publications.
- Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.)
- Assists in the ordering, receiving, stocking and distribution of office supplies, including kitchen and conference room water supplies.
- Update Administrative Calendar on all professional license/expiration and renewals.
- Assists with other related clerical duties such as photocopying, faxing, filing and collating.
- Manage conference room calendar and coordinate with staff should there be conflicting requests.
- Maintain conference room: this should include the removal of any trash, disinfecting the table, and rearranging the chairs after each meeting.
- Ensures that conference room laptop and or camera/mic is ready for each meeting use and is knowledgeable if removed from conference room by staff.
- Ensure that all delivered packages are removed from the lobby and promptly provided to the indicated recipient daily as needed.
- Ensure lobby and hall sanitizers are readily available.
- Ensure the lobby and seating area are kept clean and organized.
- Processed credit card payments for clients over the phone or in person and provides scanned copies of receipts to specific departments.
- Deliveries/pick up of mail, errands, and packages may be required.
- Other duties as assigned
Operation Duties:
- Act as a backup for operations to maintain vehicles log, registration renewals, insurance, maintenance, bi-weekly inspection, and carwashes/cleanliness
- Act as a backup on Gas Card issues, replacement/cancellation, tracking cards along with receipts, issuing cards and having employees sign contracts.
- Assisting in tracking all laptops, cell phones, I-Pads, projectors, PCs/Monitors, and AT&T accounts.
- Assists with maintaining IT room (organization/Cleanliness).
Required Education and Experience:
- High school diploma/GED
- One-year administrative experience
- Communication Proficiency.
- Customer/Client Focus.
- Technical Capacity.
Special Requirements:
- Possession of a valid, appropriate Texas Driver’s License (Class C) and an acceptable driving record.
- Pre-employment drug screen and physical required.
Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Please note this job description covers and/or contains a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.