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Receptionist in Austin, Texas at Allied Fire Protection

NewJob Function: Admin/Clerical/Secretarial
Allied Fire Protection
Austin, Texas, 78744, United States
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Job Description

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:

  • Receptionist, switchboard or administrative assistant experience is required
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

  • 100% Office Setting, including sitting, some bending, walking and viewing

Job Location

Austin, Texas, 78744, United States

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