Receptionist

Position Overview

This role serves as the first point of contact for members, visitors, and staff, providing a welcoming and professional presence that reflects the organization’s commitment to exceptional service.

About the Role

The receptionist is responsible for greeting guests, answering inquiries (in person, by phone, and via email), and directing individuals to the appropriate departments or resources, ensuring every interaction is handled with courtesy and efficiency.

Responsibilities

• Answer, screen, and direct phone calls to staff and other entities as appropriate; take messages and field requests for information from callers to TAC’s switchboard.
• Proactively familiarize themselves with all TAC departments, services, and county-related functions, maintaining up-to-date knowledge to ensure accurate information and referrals for visitors, callers, and staff.
• Foster trust and confidence among members and the public, demonstrating professionalism and integrity in all communications and actions.
• Maintain weekly in-house employee communications and post in all elevators and other identified spaces for the following week.
• Perform routine administrative tasks for Executive Services, including database entry, occasional drafting of correspondence, performing mail merges, and other projects as assigned.
• Aid with contract workflow process, including providing updates of contract status and executing proposals and contracts via DocuSign.
• Assist with tracking and assigning fleet vehicles using fleet software.
• Maintain 5th Floor break room, including coffee service and cleaning/loading/unloading the dishwasher.
• Maintain inventory for coffee service and cleaning supplies, as well as Snack Nation items.
• Other duties as assigned.

Essential Job Functions

• Answer, screen, and direct phone calls to staff and other entities as appropriate; take messages and field requests for information from callers to TAC’s switchboard.
• Proactively familiarize themselves with all TAC departments, services, and county-related functions, maintaining up-to-date knowledge to ensure accurate information and referrals for visitors, callers, and staff.
• Foster trust and confidence among members and the public, demonstrating professionalism and integrity in all communications and actions.
• Maintain weekly in-house employee communications and post in all elevators and other identified spaces for the following week.
• Perform routine administrative tasks for Executive Services, including database entry, occasional drafting of correspondence, performing mail merges, and other projects as assigned.
• Aid with contract workflow process, including providing updates of contract status and executing proposals and contracts via DocuSign.
• Assist with tracking and assigning fleet vehicles using fleet software.
• Maintain 5th Floor break room, including coffee service and cleaning/loading/unloading the dishwasher.
• Maintain inventory for coffee service and cleaning supplies, as well as Snack Nation items.
• Other duties as assigned.

Experience / Education Requirements

• High school diploma or equivalent required.
• Minimum of two years’ experience working in high call volume environment, including receptionist, call center or similar role.
• Basic understanding of administrative and clerical procedures and systems required.

Knowledge, Skills and Abilities

• Excellent communication skills, both written and verbal, and the ability to relate to persons with a variety of cultural, economic and educational backgrounds.
• Professionalism in representing TAC, internally via contacts with board members, elected/appointed officials, visitors and employees, and externally via contacts with vendors and tenants.
• Proficiency in use of personal computer and Microsoft Office products, including Word, Excel and PowerPoint.
• Knowledge of SharePoint preferred.
• Proactive approach to problem-solving with strong decision-making skills.

Supervisory Detail

No supervisory responsibility.

Working Conditions

• Location: TAC Building, Austin, TX
• Teleworking Agreement Available: No
• Required to work weekends, nights or be on call: No
• Travel Requirement: No
• Keyboarding: Always — Both
• Filing: Sometimes
• Operation of a computer mouse with their dominant hand: Always

Physical Requirements

• Sitting: Always
• Standing: Occasionally
• Walking: Occasionally
• Speaking: Always
• Hearing: Always
• Squatting: Occasionally
• Bending: Occasionally
• Reaching: Occasionally
• Squinting: Not applicable
• Climbing: Not applicable
• Driving a motor vehicle: Never
• Walking on rough ground: Never
• Exposure to changes of temperature/humidity: Never
• Exposure to dust/fumes/gases/chemicals: Never
• Being near moving machinery: Never
• Working from heights: Never