Receptionist

Allied Fire Protection•Carrollton, TX

13d•Onsite

About The Position

The Receptionist will be responsible for managing the front desk, greeting visitors, handling phone calls, managing mail and packages, and providing administrative support to various departments, particularly HR. This role requires maintaining confidentiality, professionalism, and organization in a fast-paced service/construction team environment.

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.
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 and report any discrepancies or issues 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.
Schedule applicants, source for recruitment, and perform 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.
Coordinate monthly birthday cards and yearly Christmas cards to all employees.
Support 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.