Facilities Administrative Assistant (2004)

BAKERRIPLEY • Houston, TX

1d • Onsite

About The Position

The Facilities Services Assistant/Receptionist position is characterized as an integral part of the daily operations of the facilities department as well as the agency. As the first point of contact for visitors and callers to BakerRipley, sets the tone for a positive effective encounter with the agency, by greeting and assisting visitors and callers in an upbeat energetic, engaging, manner. The position also responds to the ever-changing needs of the agency and facilities department. This individual works respectively with all levels of internal management and staff, as well as outside clients and vendors.

Requirements

• High school graduate or equivalent (some college preferred)
• A minimum of 3 years’ experience managing multiple phone lines.
• Experience as a receptionist in a front office environment
• Dispatch/work order experience.
• Excellent interpersonal skills; ability to organize and prioritize.
• Intermediate computer skills. (MS Office)
• Ability to type 55+ words per minute
• Ability to handle multiple tasks, meet deadlines, work under pressure and maintain confidentiality in regards to all company operations.
• Ability to operate various office equipment
• Must be bilingual with an excellent command of English and Spanish
• Excellent interpersonal skills; ability to organize and prioritize.
• Intermediate computer skills. (MS Office)
• Ability to operate various office equipment
• Normal daily work schedules will be established by management and may be adjusted with notice of less than 1 hour as necessary to accommodate the needs of the agency. This may require the employee to work more than eight hours in a day or 40 hours in a week both in the evenings and / or on weekends as needed to support the functions of the department
• The Facilities Receptionist position requires a competence in the quality of tasks performed; requires excellent judgment and planning with the ability to make wise choices, anticipate needs, take initiative, offer assistance to others and act in a manner that resolves issues, consistent with corporate policy
• This individual must project confidence and competence in presence, communication and interaction; should be detail and process oriented.
• The ideal candidate takes initiative towards creating & improving existing processes
• The Facilities Receptionist must possess excellent skills in multi-tasking and a take-charge ability with an increased sense of urgency.
• Intermediate in MS Office
• English written & verbal
• Bilingual (Spanish) required

Responsibilities

• Greet visitors, members and guests in a pleasant, inviting manner both in person and on the telephone at the front desk.
• Ensures that phones and visitor reception coverage is maintained at all times
• Provides accurate information to callers and transfers calls to appropriate destinations
• Provides information to walk-in and call-in individuals regarding programs and services.
• Monitor and ensure that the reception area is kept tidy and projects a business-like image.
• Answers the phone at the primary reception area for the BakerRipley Central location.
• Ensures switchboard coverage is professional and courteous.
• Answers multi-line telephone lines and routes all calls to appropriate staff and programs accurately and in a timely manner.
• Ensures all visitors sign-in; issues proper security badges; tracks security card information.
• Maintains daily conference room calendars.
• Tracks utilization of conference rooms and coordinate cleanings and set-ups between meetings.
• Receives AP and payroll checks from accounting and appropriately disseminates checks; maintains inbox area.
• Maintains supplies for reception area.
• Prepare and organize monthly reports.
• Confer with customers or supervising personnel in order to address questions, problems, and requests for service or equipment.
• Assist with projects and activities as assigned by the Facilities Management team.
• Manage parking validation for the garage parking.
• Back-up support for the Mailroom.
• Performs other duties as assigned

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED