The Front Office Admin is responsible for greeting visitors to the facility, answering incoming calls, and directing calls appropriately. The administrator also provides general office support with a variety of clerical activities including mail distribution, flow of correspondence, requisition of supplies and other related tasks. This position acts as a support for other Administrative Assistants and may also help to support the facilities function for the location.
RESPONSIBILITIES
- Works with a Microsoft Teams phone system to answer incoming calls and makes decisions in relation to call handling, including transferring to mailboxes and taking messages, is the point of contact for reception and implements guest protocols and may perform mail and courier duties. Provides training to relief staff on the phone system and protocols for answering calls, greeting visitors, and mail services.
- Provides callers with information in relation to the company, such as address(s), location(s), directions, fax numbers, website, and other related matters. Updates and maintains multiple office directories and calendars.
- Meets and greets visitors: checks arrivals’ identification, implements guest protocols if required, and calls staff to escort them through the facility.
- Coordinates mail handling functions, including sorting and forwarding incoming mail, and schedules pick-up and delivery of express mail services such as overnight and same-day delivery.
- Schedules conference rooms for meetings and provides conference room and meeting information for visiting staff and attendees. Places and receives meal and catering orders.
- May maintain logs, including key card/key logs, vehicle pick up and drop off logs, and others as directed.
- Usually responsible for access duties, including keeping access logs, activating/deactivating access badges, and coordinating access requests with building management.
- Works with facilities on building and maintenance-related requests and orders supplies for the office or departments, as needed or as requested.
- May tidy and maintain conference rooms and assist with conference room equipment set-up.
- May plan or assist with the planning of company-related social events.
- Provides general administrative help to other departments, including placing lunch orders, copying, filing, organizing, and sorting. Under direction, provides backup for other administrative assistants and business services with tickets for correspondence, reports, or other projects.
- Uses and maintains equipment, including computers, copy machines, and postage machines. Coordinates with facilities and IT for the purchase, implementation, and repair/troubleshooting of equipment.
Requirements
- High School Diploma or equivalent. Six months of work experience is preferred.
- Proficient in Microsoft office, particularly Outlook and Excel.
- Familiarity with cloud-based social media applications.
- Microsoft Teams phone system.
Quiddity is an award-winning, full-service civil engineering, planning, surveying, and consulting firm. With more than 600 employees in 11 offices across Texas, our organization has 11 service groups that support nearly 20 public and private markets. Remaining true to our mission has helped us be consistently voted a Best Place to Work by local and regional publications and an Engineering News-Record Top 150 National Firm.
All qualified applicants will receive consideration for employment regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability or protected veteran status, or any other legally protected basis under applicable law.
NOTICE TO THIRD PARTY AGENCIES: Quiddity does not accept unsolicited resumes from recruiters or employment agencies. Any unsolicited resumes, including those submitted to hiring managers, are deemed to be the property of Quiddity. Without a signed Recruitment Fee Agreement, Quiddity will not consider or agree to payment of any referral compensation or recruiter fee. Suppose a recruiter or agency submits a resume or candidate without a previously signed agreement. In that case, Quiddity explicitly reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency.
Benefits
Quiddity's benefits include Medical, Dental, Vision, Disability, Life, 401K with matching, paid Holidays, plus Paid Time Off.