Are you looking for an opportunity to really make a difference? WhiteFence, one of the fastest growing companies in Houston, currently has an exciting opportunity for a friendly, professional, service-minded individual to join our fast-paced company as a Office Manager/Receptionist.
Responsibilities
Receptionist Duties
· Answers, screens, and directs calls on multi-line phone system in a courteous and professional manner; takes messages and/or forwards telephone calls to appropriate employee, voice mail, or pager.
· Clears messages each morning and delivers to appropriate employees.
· Meets and greets all visitors; determines their needs and directs them to the appropriate employee/locations.
· Responds to visitors, clients, and employees in a courteous and professional manner.
· Opens and routes incoming mail.
· Prepares and forwards outgoing mail and packages.
· Composes and types routine correspondence as required.
· Performs general clerical duties including but not limited to filing, photocopying, faxing, and mailing as required.
· Organizes and maintains file system; files correspondence and other records.
· Orders and maintains supplies, arranges for equipment maintenance, and keeps reception area organized.
· Prepares and maintains all meeting and conference room reservations; circulates schedule to appropriate staff.
· Coordinate all catering for staff and/or meetings, as needed
· Demonstrates a high level of professionalism in dealing with confidential and sensitive issues.
· Performs other duties as assigned by supervisor.
Office Manager Duties
· Responsible for ordering office supplies in a cost effective manner (also to include business cards and nameplates)
· Act as liaison between Building Management and WhiteFence; responsible for bldg access keys and records; ensure pertinent bldg information is communicated to staff
· Responsible for all travel arrangements and accommodations for staff, board members, clients and/or job candidates
· Maintain relationship with office related vendors; negotiate contracts and/or recommend cost reducing alternatives
· Obtain working knowledge of all business equipment and inventory
· Responsible for overall appearance of the office as it relates to conference rooms, supply rooms, break rooms, and the reception area.
· Assist in the preparation of board meetings (board books, notes, etc)
· Assists with screening of job applicants
Requirements
· Associates degree (A.A.), two to four years related experience, or equivalent combination of education and experience.
· 2+ years of previous Office Management experience in a small to mid- sized company
· 2+ years of previous experience in a Receptionist role
· Excellent verbal and written communication skills
· Proficient in Microsoft Word, Excel, PowerPoint and Outlook (Access a plus)
· Strong interpersonal skills and a very friendly demeanor a must!
· Ability to understand and follow written and verbal instructions
· Ability to deal effectively with a diversity of individuals at all organizational levels
· Commitment to excellence and high standards.
· Strong organizational skills; able to manage priorities and workflow
· Attention to detail
· Ability to work well in a fast paced and sometimes stressful environment
· Keystrokes a minimum of 45 wpm
· High sense of urgency is a must!
· Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm
· Professional appearance and demeanor
We offer a casual work environment and very competitive benefits. Salary range is commensurate with experience. This is an excellent opportunity for a motivated team player who consistently seeks personal challenges and professional rewards.
