Receptionist at McCarthy Building Companies in Houston, TX

Administrative — Houston, TX

Position Summary  

The Receptionist will be the first point of contact for visitors and is expected to deliver exceptional customer service. The priority for this role is to provide an overall welcoming environment to anyone who walks through our doors. The ideal candidate will be friendly, professional, and service minded.  

Key Responsibilities

Reception Desk Coverage Responsibilities:  

• Welcome visitors in a warm and friendly manner and answer any inquiries.
• Operate and maintain accuracy of the multi-line phone system.
• Answer and direct all incoming calls in a polite and professional manner and ensure callers get to the correct person.
• Promptly open, date stamp, sort and distribute all incoming mail. Scan mail to off-site partners as needed. Notify staff of incoming packages and ensure they are distributed.
• Prepare mail/packages to off-site projects and offices for all other mail via courier websites (UPS, FedEx, etc.). Assist staff with outgoing mail/packages.
• Maintain reception area and office in a safe and tidy manner.
• Operate office equipment and contact vendors for repairs as needed.
• Stock conference room and reception beverage refrigerators.
• Stock, organize and maintain employee break rooms.
• Update Southern Region project directory on a monthly basis.
• Upload revised extensions list and other resources to the Teams folder.
• Communicate regularly with office vendors (plants, coffee, repairs, etc.).
• Submit work orders to building management for repairs and access badges, vendor access.
• Inventory and stock office supplies – order specialty items upon request.
• Forge positive working relationship with Project Administrators in the field to keep them abreast of important information.
• Maintain a positive working relationship with colleagues and leadership.

Administrative Support Duties:  

• Perform various clerical and administrative duties to support the office.
• Manage email and mail correspondence.
• Maintain Outlook calendars for conference rooms.
• Manage catering deliveries and supplies for onsite meetings.
• Assist staff with booking conference rooms.
• Perform data entry and create correspondence as assigned.
• Assist with all Company events (Open House, client meetings, Bellringers).
• Process invoices for payment.

Qualifications 

• Prior Receptionist/Administrative/Clerical experience preferred
• Bilingual in Spanish preferred
• High School Diploma or higher.
• Computer proficiency with Microsoft Office Suite.
• Handle sensitive information in a confidential manner.
• Consistent friendly disposition and pleasant demeanor using tact, patience, and courtesy.
• Strong teamwork skills and adept at developing positive workplace relationships through networking, collaboration, and conflict management.
• Ability to work in fast-paced environment.
• Flexible: respond calmly to shifts in direction, priorities, and schedules.
• Excellent organizational and communication skills.
• Great attention to detail for accuracy and aesthetics.
• Ability to prioritize several tasks to a successful completion with little or no supervision.
• Sharp problem resolution skills, proactive, strategic thinker, common sense.
• Professional and clean appearance.
• Customer-focused mindset.