Reception and Facilities Support Supervisor

Bienvivir All-Inclusive Senior Health • El Paso, TX

1d • $21 - $32

About The Position

The Reception and Facilities Support Supervisor performs complex administrative tasks supporting Facility Management and CASA Bienvivir Operations. Reporting directly to the Director of Facility Management and Communications, this position coordinates and supervises receptionists and mailroom functions to ensure professional, effective service for people visiting and calling the PACE Centers.

The supervisor oversees receptionist staffing, training, scheduling, front desk operations, complaints, department policies and procedures, and new employee orientation. The role also manages mailroom processes and records, administrative supply tracking, and parking records and monitoring. In addition, the supervisor provides administrative support to facility and administrative leaders, coordinates meeting materials and facility projects, assists with plant and furniture coordination, contributes to supervisor meetings, and serves as backup to the Planning Section Lead in the organization’s Incident Command Structure.

Requirements

• High school diploma or GED, plus training in general office practices.
• At least five years of experience in an administrative or clerical role supporting an executive office, management committees, a board of directors, or related functions.

Nice To Haves

• Associate degree in business administration, management, or a related course.
• Previous supervisory experience.

Responsibilities

• Hire, fire, train, motivate, discipline, and evaluate receptionists.
• Direct, manage, coordinate, train, and monitor receptionist functions, including work schedules, visitor logs, lunch tickets, and other front desk activities.
• Provide leadership, guidance, and direction through adequate supervision.
• Investigate complaints and grievances concerning receptionists.
• Develop, implement, and interpret policies, procedures, and Standard Operating procedures.
• Participate monthly in new employee orientation and provide a welcoming presentation for the receptionist department.
• Oversee mailroom functions, including tracking incoming and outgoing mail, sorting and assembling mail and packages for delivery, and troubleshooting mailroom copy machines.
• Maintain mailroom records, including paper accountability, registered/certified/special delivery, and company request copy logs.
• Oversee department administration supplies using a tracking system.
• Oversee records, files, and logs for McKinley and Concourse Parking, and guide the Mailroom Clerk Receptionist in weekly parking lot monitoring for compliance with parking protocols.
• Provide clerical and administrative support to the Director of Facility Management and Communications, the Facility and Safety Manager, and other administrative staff.
• Answer telephone calls, respond to general questions, refer calls, take messages, and initiate paperwork as necessary.
• Prepare folders and binders, take minutes, send meeting reminders, and submit food requisitions as needed for meetings.
• Assist with coordinating facility projects by contacting vendors for status updates and maintaining project records on the company F drive portal; coordinate called meetings upon request.
• Participate in monthly Supervisor Meetings and provide feedback and written progress/issues reports on assigned responsibilities.
• Assist with coordinating the plant contract, including quarterly facility walkthroughs with the supervisor to assess plants.
• Assist with furniture requests and work with identified furniture vendors to track inventory at the support center.
• Participate in the organization’s Incident Command Structure and serve as identified backup to the Planning Section Lead.
• Adhere to BSHS values, standards, policies, and procedures, and perform other appropriate duties as assigned.

Benefits

• Medical premiums paid at 100% for employee-only coverage for eligible employees working 30 or more hours per week.
• Dental premiums paid at 100% for employee-only coverage for eligible employees working 30 or more hours per week.
• Affordable vision monthly premium for employee plus family coverage for eligible employees working 30 or more hours per week.
• Basic life insurance of $10,000 paid by the employer for eligible employees working 30 or more hours per week.
• Safe harbor matching contributions to a 403(b) retirement savings account.
• Up to 15 days of paid time off, based on paid hours per pay period.
• Eleven company-observed paid holidays.
• Education and tuition reimbursement.
• Mileage reimbursement.

What This Job Offers

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