Job Description

Job Description:

The receptionist plays an important role assisting callers by transferring them to the appropriate department to resolve their accounts. The receptionist is typically the first employee guests encounter when visiting our office, therefore, a welcoming and courteous manner while greeting, assisting, providing direction and information to visitors, employees, and other guests is important. Additionally, the receptionists supporting role with new hire onboarding provides essential support to the Human Resources department.

Responsibilities:

• Arrive at front desk a minimum of 15 minutes prior to start time to start up computer and phone system.
• Answer telephone, screen and direct calls.
• Provide information to callers and relay messages.
• Take and relay messages for management or other staff members
• Greet guests with a smile and make them feel welcome.
• Direct guests to correct destination.
• Interact with public, clients and vendors.
• Maintain knowledge of staff movements in and out of firm.
• Receive and distribute mail and deliveries to mailroom (FedEx, UPS, etc….)
• Maintain certified mail and incoming package log.
• Maintain visitors log and badges.
• Schedule conference rooms electronically.
• Schedule interviews and new hire start date on HR and managements outlook calendars.
• Maintain a clean and tidy reception area.
• Activate and deactivate parking and suit access badges.
• Responsible for timely submission of service requests for plumbing, HVAC, janitorial, lighting, etc.
• Responsible for ordering parking access cards in a timely manner.
• Maintain parking validation log.
• Issue parking validations to appropriate clients.
• Inquire with management what suite access new hire should have
• Inform IT department of new hire start date to set up employee access and account
• Responsible for printing new hire paperwork (Policies & Procedures)
• Provide new hires with first day documents and save to new employee files
• Contact info sheet
• Dress Code Acknowledgement
• Temp remote work assignment
• Toll Road dept. specific forms
• Take picture of new hire for creation of office ID badge and send out welcome email to Houston office.
• Create new temp job requisition form, get it signed by management, save in employee file and send to Austin HR via email.
• Update and audit parking/reserved spreadsheet with new hires, cancellations and all other changes.
• Create and maintain monthly schedule for relief receptionists.
• Maintain electronic employee records by saving appropriate documents.
• Email scheduled 30, and 90-day evaluations.
• Email managers requesting 30- & 90-day feedback on new employee performance.
• Assist in inquiring if temporary employees are eligible for conversion
• Assist in reviewing, approving and forwarding invoices to the accounting department.
• Add calendar reminders for HR or management when necessary.
• From time to time may assist with other administrative and clerical duties within the scope of the HR department.

Qualifications:

• Bilingual (English/ Spanish) required
• Professional level verbal and written communication skills
• Friendly disposition
• Professional demeanor
• Ability to maintain confidentiality
• Highly Organized
• Punctual and reliable
• Ability to prioritize work
• Excellent time management skills
• Ability to Multitask
• Positive Attitude
• Ability to take initiative and following through with assignments
• Ability to work independently without management supervision
• Motivated to perform at a high level (takes pride in work)
• Problem solving skills
• Flexibility
• Time Management
• Attention to detail
• Knowledge of organization
• Ethical and honest
• Keep up with local politics and politicians and update Power Point accordingly
• Generate monthly service requests from IMPAK
• Assist in organizing company events and attend company events
• Keep up with local politics and politicians and update Power Point accordingly
• Generate monthly service requests from IMPAK
• Assist in organizing company events and attend company events
• While performing the duties of this job, the employee is frequently required to sit for long periods of time, talk, hear, reach, stoop, kneel, and use hands and fingers to operate a computer, telephone, and keyboard.
• The employee is occasionally required to walk short distances; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. Repetitive finger motions for keyboarding are necessary.
• The employee must occasionally lift and/or move up to 10 pounds.
• Specific vision abilities required are to see clearly, and close vision due to computer work.

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