Job Description

An independent energy company is seeking a Receptionist to manage the front desk and facilitate efficient office operations. The ideal candidate has a substantial office administration background and excellent organizational and prioritization abilities. Communicating effectively, the new receptionist will ensure efficient office operations by maintaining high standards of professionalism and efficiency in handling office tasks while strictly adhering to established protocols.

Salary: $20-23/hr

Location: Houston, TX

Type of Position: Temp-to-Hire

Responsibilities:

• Greet and welcome visitors in a professional and friendly manner; determine the purpose of each visitor’s visit. Offer beverages to guests as needed.
• Answer, screen, and direct phone calls to staff; take messages and provide basic information or assistance to callers.
• Oversee day-to-day operations of the front desk area, including maintaining cleanliness, organizing supplies, and ensuring a professional appearance.
• Perform clerical tasks such as data entry, filing, photocopying, scanning documents, and preparing correspondence for multiple entities and departments.
• Keep accurate records of visitors, appointments, phone calls, and other relevant information.
• Receive mail, documents, packages, and courier deliveries and deliver or distribute items. Arrange outgoing shipments and courier services.
• Accept deliveries of office and kitchen supplies, check for accuracy, and organize them for distribution.
• Keep track of office and kitchen supplies inventory levels, including food, beverages, utensils, and cleaning supplies. Coordinate with Executive Assistant for ordering supplies.
• Stock shelves, cabinets, and refrigerators with supplies, ensuring items are neatly organized and easily accessible.
• Keep the lobby, kitchen area, and boardroom clean and organized, including wiping down countertops, tables, and appliances, starting, and unloading the dishwasher, and washing dishes as needed.
• Track copier maintenance and supplies inventory levels. Coordinate with Executive Assistant for ordering supplies.
• Assist with setting up conference rooms and event spaces.
• Capable of working with discretion and tact in an environment exposed to a high level of sensitive and confidential information.
• Handle customer inquiries, complaints, or issues professionally and escalate complex matters as needed.
• Maintain and update calendars for office conference rooms.
• Schedule appointments and meetings as requested.
• Enforce security procedures, verify visitor identification, issue visitor badges/parking permits, and monitor access to premises.
• Support Executive Assistant, other departments, or team members with special projects, events, or tasks as needed.
• Update, upload, and edit SharePoint site. Create sites in SharePoint.
• Manage door name tags for new hires/contractors. Put onboarding/welcome packets together.
• Monitor travel reports through Concur. Review, attach supporting documentation, and submit to appropriate approver. Gather travel authorization forms and maintain travel log.
• Package completed payments into invoice folder for the accounts payable team on a weekly basis.
• Efficiently juggle multiple tasks and priorities in a fast-paced environment while maintaining a friendly and professional demeanor.
• Provide backup support to Executive Assistant as needed.
• Support Admin/HR teams as needed.
• Maintain excellent attendance and punctuality.
• Perform other duties as assigned.

Requirements:

• Minimum of one year of experience in office administration required
• Minimum of three years of experience in a professional work environment required
• Must be able to lift up to 15 pounds at times
• Demonstrate business and office etiquette
• Excellent interpersonal and customer service skills
• Excellent verbal and written communication skills; ability to talk and write with confidence, charisma, and competence for a wide variety of audiences including management
• Understanding of administrative and clerical procedures and systems
• Strong organizational and time management skills
• Ability to interface comfortably with all levels of management
• Must be able to handle confidential matters with the upmost discretion
• Forward looking thinker, who actively seeks opportunities and proposes solutions
• Proficient in Microsoft Office with an emphasis in Excel and strong proficiency in Outlook, PowerPoint, and Word
• SharePoint preferably
• Experience with Concur preferred
• Experience with copy/print machine

Due to the high volume of applications we typically receive, we regret that we are not able to personally respond to all applications. However, if you are invited to take the next step in the process, you will typically be contacted within one week of submitting your application.

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