Position: Receptionist
Location: Irving, TX
Reporting to: Office Manager, Director of Human Resources
Do you have a positive and energetic personality? Are you confident in your ability to create a positive and welcoming environment? As the Front Desk Receptionist, this candidate will be the first and last face each visitor and employee sees while visiting the corporate office.
Gather Resources is seeking a confident and organized candidate, with a welcoming persona, to manage the front desk and receptionist area of the business for our client. The Receptionist will be responsible for operating a multi-line telephone system to answer incoming calls and direct them to the appropriate employees and/or departments. Answer inquiries and provide approved information about the organization and its services to the general public, customers, visitors, and other interested parties. Manage employee, vendor, and visitor access in the front lobby entrance area to ensure safety and abide by company policies and procedures. Provide administrative support to various departments, as needed.
Duties & Responsibilities:
Answer incoming phone calls, screen all calls to identify the purpose of the caller, and transfer calls to the appropriate person and/or department. Includes utilizing the company’s voicemail system if an employee/individual is not available.
Answer general questions about the company and provide visitors and/or callers with requested information when it pertains to location address, directions, employees within the organization, company website, services provided, etc.
Greet and welcome employees, visitors, and vendors upon arrival. Ensure all non-employees are properly signed in and escorted by authorized personnel if access to the building is permitted.
Ensure the front lobby is open promptly at the start of normal business hours and securely closed at the end of each business day.
Always maintain a neat appearance in the front lobby.
Retrieve voicemails each morning and forward all applicable messages to the appropriate parties (person, department voicemail, etc.).
Read and respond to emails daily to ensure all correspondences are attended to promptly.
Schedule and manage space needed in each conference room and/or training room for employees, interviewees, and visitors within the office.
Perform other clerical duties as assigned, such as scanning and emailing all incoming bills, processing outgoing mail or paperwork for various departments, preparing materials for company training, assisting with tasks assigned within the department, and assisting with the sorting and delivery of incoming mail.
Responsible for tracking and mailing paychecks received via mail, by management or Human Resources.
Responsible for tracking all incoming packages and ensuring proper delivery within the office.
Maintain postage meter and refill funds as needed. Ensure postage rates are always updated to comply with the most current postage rates across the U.S.
Work independently to resolve scheduling conflicts to ensure adequate coverage for the front desk and phone.
Order office supplies as needed; and track for order trends and cost analysis purposes.
Document and maintain position processes to help ensure position continuity and for reference.
Participate in any/all training and educational activities necessary for the position and department.
Perform related projects and duties as assigned by management.
Practice and comply with all federal, state, and local regulations; including OSHA, HIPAA, etc., and adhere to company privacy, confidentiality, nondisclosure, and all other policies and procedures enforced by the company.
Qualifications:
Positive and professional demeanor
A High School Diploma or equivalent experience required
2+ years of receptionist, administrative assistant, or office assistant experience
Previous experience in customer service preferred
Experience in healthcare or related industry preferred
Demonstrated keyboarding skills and ability to type during call transactions
Ability to prioritize and multitask
Ability to build rapport with employees, vendors, and/or clients
Excellent written and verbal communication skills
Basic proficiency in Microsoft Office applications
Maintain confidentiality at the highest level
Must be punctual and maintain regular and reliable attendance
Excellent analytical and problem-solving ability with attention to detail
Deadline focused, team player with strong organizational skills
Motivated self-starter with a proactive personality who can work independently with minimal supervision