The Office Coordinator / Front Desk serves as the first line of contact for the company, and first impressions are important. Responsibilities include answer phones, greeting and direct visitors appropriately as well as notify respective parties of visitor arrivals. Maintain office supplies and with time the position will grow to Office Supervisor.
Katy, TX, On-site daily.
SPECIFIC RESPONSIBILITIES
- Full Responsibility of the Front Desk and Office needs.
- Spanish skills are need as Mexico customers call and those calls must be routed to appropriate department.
- Answering, screening and directing incoming phone calls
- Must have Top Level skills in Outlook to schedule meetings for up to 10 people by using their Outlook calendar
- Set up TEAMS meeting using Outlook calendar
- Must have Advanced level Excel skills as this position will oversee the PTO/Vacation plan
- Manage Timecard system for payroll (training provided)
- Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
- Coordinating conference room and training room schedules
- Compile reports for management team/meetings
- Maintain reception area and employee breakroom
- Organize and schedule meetings and appointments and interviews.
- Prepare Conference rooms for meetings including ordering & setting up lunch
- Book travel arrangements for office staff, as needed
- Oversee office expenses with reconciliation of monthly Office credit card
- Data Entry for warehouse
- Receive, sort and deliver mail.
- Manage HVAC tech that come to the office to do repairs
- Prepare monthly newsletter (training provided)
- Revise organizational chart in Vizio (training provided)
- Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating equipment and techniques
- Contributes to team goals by accomplishing related duties as needed
- Supervise / oversight of office cleaning team (manage them by cellphone)
- May cross train to perform other duties
- High School Diploma or equivalent; college degree preferred
- Previous experience in a high-standard customer service environment preferred
- Intermediate knowledge of Microsoft Office, emphasis on Excel and PowerPoint Excellent interpersonal, presentation and relationship-building skills
- Strong ability to take initiative, coupled with leadership skills and the ability to take charge of a situation
- Strong sense of personal responsibility and reliability, with the desire to work as an integral member of a team
- Strong organizational skills with the ability to multitask
- Ability to effectively respond to and meet the needs of a diverse client base independently
- Experience with multi-line phone systems
- Inventory Control
- English and Spanish - Strong Communication (Written & Verbal)
- Professionalism, with strong sense of confidentiality
