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Receptionist or Office Admin or Front Desk Assistant @ Plano, TX Location

2 months ago

Plano, United States Apptad Inc Full time
Job DescriptionJob Description

Job Summary: The Receptionist is the first point of contact for clients and visitors and plays a key role in creating a positive and professional first impression of the company. This position involves managing front desk operations, handling incoming calls, scheduling appointments, and providing administrative support to ensure the smooth functioning of the office.

Key Responsibilities:

  1. Front Desk Management:

    • Greet and welcome visitors in a friendly and professional manner.
    • Direct visitors to the appropriate person or department.
    • Manage the reception area to ensure it is tidy and presentable.

  2. Communication:

    • Answer, screen, and forward phone calls in a timely manner.
    • Respond to inquiries via phone, email, and in person.
    • Handle and resolve client and visitor complaints or concerns with discretion.

  3. Scheduling and Coordination:

    • Schedule and coordinate appointments, meetings, and conference calls.
    • Maintain and manage the office calendar and meeting rooms.

  4. Administrative Support:

    • Perform clerical duties such as filing, photocopying, and faxing.
    • Assist with data entry and maintain accurate records.
    • Order and manage office supplies and inventory.

  5. Documentation and Reporting:

    • Prepare and distribute internal and external correspondence.
    • Maintain and update contact lists and databases.
    • Ensure the confidentiality and security of information.

  6. Additional Duties:

    • Support various departments with administrative tasks as needed.
    • Assist with onboarding new employees and visitors.
    • Handle mail distribution and courier services.

Qualifications:

  • Education: High school diploma or equivalent; Associate's degree or relevant certification is a plus.
  • Experience: Previous experience as a receptionist or in a similar customer service role is preferred.
  • Skills:
    • Excellent verbal and written communication skills.
    • Proficient in MS Office (Word, Excel, Outlook).
    • Strong organizational and multitasking abilities.
    • Professional appearance and demeanor.
    • Ability to handle sensitive and confidential information with discretion.

Physical Requirements:

  • Ability to sit or stand for extended periods.
  • Occasional lifting of up to 15 pounds.

Working Conditions:

  • Typical office environment.
  • May require occasional overtime or adjustment of hours.