Receptionist

 JOB SUMMARY:                                                                                                                 

Responsible for providing support at the corporate level to answer and forward phone calls using a switchboard console, greet, and direct visitors, and coordinate mail processes at the corporate office complex.

 TYPICAL DUTIES:                                                                                                                 

·     Operate switchboard console with multiple incoming lines. Using computer software; place, answer, and forward calls to the appropriate party or their voicemail and take messages when necessary for executives.

·     Greet visitors and notify appropriate contacts of their arrival.

·     Greet applicants and direct them to the recruiting assistance area.

·     Responsible for monitoring activities in the lobby and mailroom areas so they run efficiently and professionally.

·     Must develop extensive knowledge of the Houston office complex, policies, procedures, and security requirements for directing visitors.

·     Must be able to obtain and demonstrate extensive knowledge of regional, and field operations to provide high-level customer service.

·     Work closely and efficiently with all departments and divisions to ensure applicants, salespersons, customers, and general visitors are directed to the right location in the complex.

·     Work closely with the facilities department to coordinate office vendor services.

·     Receive packages, letters, etc. from various couriers; sign for parcels when they arrive and notify the recipient of the delivery promptly.  Maintain a daily log of all received packages.

·     Open, process, and distribute daily incoming and outgoing corporate mail. Maintain knowledge of current USPS postal regulations for posting mail and parcels; domestic and international.

·     Maintain and label regional mailroom distribution trays. Create inter-department routing envelopes between corporate, regional, and field locations.

·     Responsible for preparing and shipping outgoing priority courier shipments to field locations.

·     Receive and properly distribute incoming faxes for various departments.

·     Maintain courier shipping software and shipping address books, demonstrating full knowledge of shipping requirements and processing daily reports.

·     Responsible for maintaining and stocking mail and shipping supplies, company letterhead, envelopes, etc., and make available for various employees to use.

·     Maintain petty cash boxes to provide change and stamp purchases for internal employees.

·     Responsible for keeping front desk contact information and instruction sheets current.

·     Work closely and efficiently with all members of the department staff; assist when required.

·     May type labels, listings, etc., in support of other departments, as well as organize and alphabetize files for other work groups.

·     Assist various departments with scanning and printing of documents.

·     Provide orientation on switchboard system usage to new relief operators.

 REQUIRED QUALIFICATIONS:                                                                                                                 

·     High School diploma,

·     Minimum of five years experience in switchboard operations, or equivalent combination of training and experience

·     Working knowledge of Microsoft Office Suite: Excel, PowerPoint, Visio, Word, and knowledge of Adobe Acrobat Professional software.

 REQUIRED KNOWLEDGE, SKILLS, AND COMPETENCIES:                                                                                                                 

·     Strong organizational skills with the ability to prioritize assignments, and handle multiple simultaneous projects.

·     Must be computer literate and possess strong verbal communication and interpersonal skills

·     Keyboarding skills with a high degree of accuracy.

·     Ability to maintain confidentiality of all data.

·     A high level of mental/visual effort is required to ensure the accuracy of information entered into the computer systems.

·     Position’s responsibilities may be learned through on-the-job training.

·     Ability to function in a fast-paced environment.

·     Evidence of strong customer focus.

·     Bilingual in English and Spanish is preferred.

 WORKING ENVIRONMENT:                                                                                                                 

·     Work is performed primarily indoors and in the office.

 PHYSICAL DEMANDS:                                                                                                                 

·     Manual dexterity and sitting for extended periods.

·     Perform repetitive activities including typing, answering the telephone, and operating the computer;

·     Frequent standing and walking.

·     Occasional climbing stairs, bending, stooping, kneeling, reaching, and crouching.

·     Visual acuity to read printed and electronic documents.

·     Lifting and/or exerting force up to 30 pounds occasionally and 10 pounds of lifting / force frequently.