Coordinator, Office Services - Receptionist

Job Summary

The receptionist for the corporate office serves as the first point of contact for visitors, clients, and employees. This role is responsible for managing front desk operations, including greeting guests and new employees, answering and directing phone calls, and maintaining a welcoming and organized reception area. The position also supports various administrative tasks for the Facilities and Administrative Services team including assistance in coordinating meeting room bookings and catering while assisting in other various departmental duties.

Duties And Responsibilities

• Answer all incoming telephone calls using a multi-line phone system; determine the purpose of each call and route it to the appropriate party.
• Greet and assist guests in a professional and courteous manner; identify the nature of their visit and announce them to the appropriate personnel.
• Maintain a detailed log of all visitor activity within the Continental Oil Center.
• Always ensure security awareness in and around the lobby area.
• Appropriately route inquiries from the public regarding the organization.
• Provide callers with accurate directions to the building and parking areas.
• Open and close the reception area daily, ensuring readiness and security.
• Partner with Document Management team to assist with performing data review within Grooper to ensure extracted data is accurate. Correct any missing or incorrect data.
• Provide additional support to the Facilities and Administrative Services (FAS) team from administrative support perspective, including:
• Cooking room bookings, ensuring availability and proper setup.
• Arranging and ordering catering services for meetings and company events.
• Monitoring the FAS email inbox; responding, forwarding, or escalating messages to relevant personnel as appropriate.
• Create and manage work orders for facility technicians and janitorial staff using the ticketing system.
• Provides inventory control for supplies by monitoring and ordering supplies.
• Collect and provide personal contact and vehicle information to management for entry into the parking database.
• Takes badge photos for new employees and onsite contractors.
• Adds credentials for new employees and onsite contractors to the secure printing solution.
• Assigns badges to user profiles in the security system for new employees and onsite contractors.

Skills And Competencies

• Communicates effectively - Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences.
• Attention to Detail - Maintaining accuracy and thoroughness in all tasks and documentation.
• Technical Proficiency - Collaborates - Building partnerships and working collaboratively with others to meet shared objectives.
• Plans and aligns - Planning and prioritizing work to meet commitments aligned with organizational goals.
• Instills trust - Gaining the confidence and trust of others through honesty, integrity, and authenticity.
• Drives results – Consistently maintaining a professional demeanor and achieving results, even under tough circumstances.
• Demonstrates self-awareness - Using a combination of feedback and reflection to gain productive insight into personal strengths and weaknesses.
• Optimizes work processes – Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement.
• Customer Service - Providing a welcoming and helpful experience for guests, callers, and internal stakeholders.
• Problem Solving - Addressing issues with resourcefulness and professionalism.
• Confidentiality - Handling sensitive information with discretion and care.

Required Qualifications

• A high school diploma or General Education Degree (GED).
• Two (2) + years of related office experience.
• Proficient in Microsoft Office Suite and various other applications and systems; comfortable and adept in learning new technologies.
• An acceptable pre-employment background and drug test.

Preferred Qualifications

• Two (2) + years of direct experience in administrative assistant and/or reception-focused role.