The Receptionist is responsible for answering and transferring incoming phone calls and serving as the first point of contact for visitors to the Dallas Corporate office.
ESSENTIAL JOB RESPONSIBILITIES:
Answer incoming phone calls and direct to appropriate person or department.
Screen incoming phone calls as appropriate and transfer as necessary.
Serve as the first point of contact for all visitors and direct them to the person or people they are scheduled to meet.
Maintain calendars for all conference rooms.
Update and distribute phone extension list as required.
Postmark outgoing mail and deliver to mailroom; pick up any incoming mail and sort as required.
Prepare overnight/courier deliveries as requested. Ensure mail room is stocked with appropriate shipping supplies.
Inventory office, break room and kitchen supplies on a weekly basis. Replenish on a daily basis or as often as necessary.
Order office, break room and kitchen supplies as necessary.
Ensure all copiers and printers are fully stocked with paper on a daily basis and replace any low or empty toner cartridges as necessary.
Keep break rooms and kitchens clean and organized. Unload dishwasher in the morning and turn on dishwasher before leaving the office for the evening.
Light office cleaning as necessary throughout the day such as ensuring all glass throughout the office is clean and free of fingerprints and smudges.
Ensure all common areas are clean, neat and organized. This includes: front lobby, conference rooms, mailroom, break rooms, etc.
Liaison with property management company.
Coordinate meetings and other office events as requested.
Be proactive during down time and ask other departments if they need any assistance.
Assist other departments with projects as requested.
Working hours will be Monday-Friday from 9:00 am-6:00 pm with a one hour lunch break. Must be able and willing to work additional hours if required.
Provide back-up assistance to the CEO’s Executive Administrative Assistants as necessary.
Other general administrative duties as assigned.
KNOWLEDGE, EXPERIENCE AND SKILLS:
Minimum 3-5 years of Receptionist or Administrative Assistant experience in a corporate environment.
Must have extremely polished phone etiquette skills.
Maintain a professional appearance at all times. This person is a reflection of the company and at times the first impression someone has of the company.
Professional interaction with employees, clients and vendors.
Must have a strong work ethic and be reliable and dependable.
Build positive working relationships with employees at all levels within the organization.
Be resourceful and able to work efficiently even if given very little direction and information.
Able to effectively multi-task and handle multiple projects.
Exercise sound judgment when making decisions and willing to ask if unsure.
Able to work additional hours to meet deadlines as necessary.
Effectively work with minimal supervision.
Strong Attention to Detail skills.
Exceptional Communication Skills both verbal and written.
Good problem solver/creative thinker.
“Can-do” attitude and pro-active.
Highly proficient in MS office applications: Outlook, Word, Excel, Power Point.
EDUCATION, CERTIFICATIONS AND LICENSES:
Some college required.
Associates or Bachelor’s Degree strongly preferred.
Dress code is business professional.
Typical working days and hours will be Monday-Friday from 9:00 am-6:00 pm. Additional hours and occasional weekend work may be required.
Typical office environment.