Receptionist / HR Administrator

About the role

Department: Human Resources. Location: Dallas, Texas, In Office. Reports to: Dallas Office Manager. FLSA status: Non-Exempt. The Receptionist / HR Administrator provides a welcoming and organized front office experience while supporting day-to-day office operations and selected Human Resources activities. This role serves as a central point of contact for visitors and onsite employees, coordinates office services and meeting logistics, and provides reliable administrative support for HR, training, employee engagement, and Dallas-based recruiting activities. The position handles sensitive employee and business information with discretion and follows established security, safety, and recordkeeping procedures.

Responsibilities

• Answer, screen, and route incoming calls (less than 5% of role time); manage voicemail and maintain office phone system updates, prompts, and related settings.
• Welcome and direct visitors.
• Follow office safety and security procedures, manage building access, issue visitor badges, maintain visitor logs, provide Wi‑Fi access information, and coordinate parking validation.
• Manage employee badges and coordinate with Corporate Services equipment assignment, tracking, and returns.
• Submit office maintenance requests to building management and follow up as needed.
• Receive, sort, and distribute mail, packages, and deliveries.
• Coordinate express shipping and pickup through carriers such as FedEx and UPS, and maintain shipping supplies.
• Scan and email mail that must be delivered to remote employees.
• Scan checks for Finance verification and mail check payments to the designated lockbox, following established handling and control procedures.
• Order and maintain office, kitchen, and executive refreshment supplies; monitor inventory and expense purchases.
• Keep common areas clean, organized, safe, and stocked.
• Maintain conference room calendars and reservations; schedule meetings as requested and support room setup and cleanup.
• Coordinate business lunches, including ordering, expense documentation, receiving, setup, and cleanup.
• Assist onsite employees with office questions, parking validation, visitor needs, and related requests.
• Provide general administrative support, including filing, photocopying, faxing, mailing, and shipping.
• Support HR administration such as payroll and new hire processes, along with other office and HR tasks as needed.
• Respond to audit support requests by providing appropriate training completion records, visitor log data, and visitor badge records in accordance with access and confidentiality requirements.
• Provide administrative support for office‑based employee engagement and recognition activities, including coordination, materials, and logistics.
• Prepare new hire packets and assemble new hire swag bags; monitor supplies, place or coordinate orders, document expenses, and maintain stock.
• Coordinate calendar invitations for training activities as requested, including department sessions, panels, speakers,