Customer Service Specialist/Receptionist

Port of Houston Authority•Houston, TX

1d•Onsite

About The Position

We are searching for an experienced Customer Service Specialist/Receptionist at our Executive Office Building facility. Primary Duties and Responsibilities: Are you ready to think about the future and dream big? At Port Houston, we're seeking individuals who are eager to tackle the most significant challenges of their careers. For over a century, we've been driven by vision and scale, delivering impactful initiatives that shape Houston and the region. Our sustainability and success hinge on attracting, retaining, and nurturing exceptional talent. When you join Port Houston, you're embarking on a journey towards a fulfilling career path. Take the first step in the right direction—are you READY? Position Summary: The Customer Service Specialist/Receptionist serves as the first point of contact for the Port Administration Building, providing professional, courteous, and efficient front-office support. This role is critical for creating a positive experience for visitors, vendors, and employees while supporting daily administrative operations in a fast-paced, public-facing environment. Ensure compliance with all security protocols and operations at the front desk. Administers the Visitor Management System (VMS) and Inter-office switchboard systems.

Requirements

High school Diploma or GED
Minimum of 1-2 years of receptionist, administrative assistant, or customer service experience
Experience in a corporate, government, or public-facing organization preferred
Experience supporting executive offices or public authorities.
Familiarity with visitor management or security access systems
Strong customer service orientation and professional demeanor
Proficiency in Microsoft Office (Outlook, Word, Excel) and office phone systems
Familiarity or ability to learn Workday, SharePoint, BoardDocs, and software systems
Knowledge of database management
General knowledge of fiscal management and reconciliation
Attention to detail
Prioritization and organization skills
Problem-solution oriented
Written and verbal communication skills
Interpersonal skills
Strong customer service focus, internal and external
Works well under pressure
Ability to work autonomously
Understanding of confidentiality and discretion in a public-sector environment
Effective Communication
Reliability, Accountability, and Multitasking
Organizational Skills
Technical Proficiency
Customer Service
Problem-Solving
Attention to Detail
Adaptability
Emotional Intelligence
Teamwork & Collaboration

Nice To Haves

Bilingual skills (preferred but not required)

Responsibilities

Observe and report any security related incidents or issues in accordance with PHA policy and procedures
Serve as access control, validating identification and business reasons for entry to the Port Administration Building
Answer and direct incoming calls to the appropriate departments or individuals
Provide general information about the Port of Houston and its services to visitors and callers
Manage visitor logs and issue visitor passes as required
Handle incoming and outgoing mail, packages, and deliveries
Assist with large mailouts, address envelopes, bind books and all office services
Assist with scheduling appointments, meetings, and conference room reservations
Assist with administrative tasks and provide credentialing support as needed
Implement established control procedures for the Visitor Management System and Physical Access Control System
Maintain and update standing gate lists in the VMS, including agent vendor lists, tenant lists, Port Houston vehicle permission lists, surveyors and other major lists as needed
Provide various reports and troubleshooting the VMS, including documentation on issues
Provide ongoing customer service, online support, and information dissemination for internal and external users and stakeholders, primarily supporting security posts; provide ongoing customer service training and support for VMS users, including ship agents, and Port Houston employees
Compare audit records against procedural protocols; perform monthly audits of security procedures as scheduled or spot audits as necessary; maintain a variety of accurate and updated files
Process all applications and requests for facility access, security permissions and privileges, Visitor Management System (VMS) and Transportation Workers Identification Card (TWIC) escort credentials and other required training; confirm if the applicants are eligible and authorized to take the requested class, verify if the request came from an authorized company representative and process the application for approval by Port Houston Facility Security Officer or their designee
Act in accordance with Port Houston core values (respect, excellence, accountability, diligence, and you)
Perform other duties as required