Receptionist

Allied Fire Protection•Pearland, TX

3h•Onsite

About The Position

The Receptionist is responsible for managing the front desk operations, ensuring confidentiality and professionalism in all interactions. Key duties include greeting visitors, maintaining a tidy front desk, managing timecards, ordering office supplies, handling mail and packages, and operating the phone system. This role also provides extensive HR administrative support, such as scheduling applicants, sourcing for recruitment, data entry, updating seating charts, managing meeting calendars, and coordinating employee events. Additionally, the Receptionist is tasked with running various monthly and weekly reports, including billing, active/inactive, unposted freeform, AIA, liens/notices, job cost detail, PO status, and committed cost reports.

Requirements

High school diploma is required
Receptionist, switchboard or administrative assistant experience is required
Excellent written and verbal communication skills
Ability to follow verbal and written instructions
Detail oriented with excellent organization skills
Ability to effectively utilize computers and software including Microsoft Office Suite, Computer Ease and other software required by the Company
Ability to use general office equipment, i.e. fax machine, copier
Ability to speak clearly, articulately and in a pleasant tone
Ability to maintain accurate and auditable records
Ability to work in a fast-paced service/construction team environment
Attention to detail with emphasis on accuracy and quality
Ability to prioritize work to balance multiple projects and deadlines

Responsibilities

Uphold the confidentiality of sensitive information handled at the front desk
Consistently demonstrate professionalism and courtesy when interacting with visitors, colleagues, and management
Support with HR event preparation and coordinating for employee engagement initiatives
Greet and receive visitors with a courteous, friendly, and helpful attitude
Maintain a well-organized and presentable front desk area, ensuring it is up and running by 8:00 AM daily
Ensure timecards are completed and submitted by every Monday
Report any discrepancies or issues with timecards to the HR department
Place office supply orders every Wednesday to ensure stock is maintained
Daily restocking of coffee, snacks, and supplies in the breakroom and conference room
Send and receive mail and packages through USPS and FedEx as required
Sort and deliver mail and packages upon arrival
Open all checks and direct them to the appropriate department for processing
Answer all incoming calls with a friendly, positive tone, providing empathy and reassurance to customers
Use the centralized telephone console to manage incoming, outgoing, and interoffice calls
Relay accurate information and ensure that calls are directed to the correct individuals
Provide general administrative tasks in support of all departments and managers as needed
HR tasks can include: scheduling of applicants, sourcing for recruitment, document and data entry
Update seating charts regularly to reflect any changes
Check and approve meetings via calendars several times a day
Check for incoming faxes and distribute them accordingly
Maintain records and ensure confidentiality in all administrative processes
Event and Card Coordination for monthly birthday cards and yearly Christmas cards to all employees
Supporting with Safety Council Training set up for current employees
Run monthly billing reports and give to Managers as needed; also send full report at end of month to Managers and Partners
Run active report for meetings
Run active/inactive report once a week to make sure it is clean
Run Unposted Freeform and AIA report 2x a month to make sure it is cleaned up
Go over liens / notices report with managers and make sure owner info is in CE for liens and notices to be sent
Run job cost detail report for managers, if needed
Run PO status report to see which pick tickets have not been received from field
Run committed cost report to investigate and clean up old cost on jobs