Receptionist Front Desk at Allied Fire Protection – Pearland, Texas

RECEPTIONIST

JOB DESCRIPTION

Job Responsibilities include but are not limited to:

Confidentiality and Professionalism

• 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

Customer and Visitor Relations

• 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

Timekeeping and Reporting

• Ensure timecards are completed and submitted by every Monday
• Report any discrepancies or issues with timecards to the HR department

Office Supply Management

• Place office supply orders every Wednesday to ensure stock is maintained
• Daily restocking of coffee, snacks, and supplies in the breakroom and conference room

Mail and Package Handling

• 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

Phone System Management

• 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

HR Administrative Support

• 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

Reports:

• 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

Knowledge:

• High school diploma is required

Work Experience:

Skills and Competencies:

• 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

Physical Requirements