Customer Service Specialist/Receptionist

We are searching for an experienced Customer Service Specialist/Receptionist at our Executive Office Building facility.

Primary Duties And Responsibilities

Are you ready to think about the future and dream big? At Port Houston, we're seeking individuals who are eager to tackle the most significant challenges of their careers. For over a century, we've been driven by vision and scale, delivering impactful initiatives that shape Houston and the region. Our sustainability and success hinge on attracting, retaining, and nurturing exceptional talent.

When you join Port Houston, you're embarking on a journey towards a fulfilling career path. Take the first step in the right direction—are you READY?

Position Summary

The Customer Service Specialist/Receptionist serves as the first point of contact for the Port Administration Building, providing professional, courteous, and efficient front-office support. This role is critical for creating a positive experience for visitors, vendors, and employees while supporting daily administrative operations in a fast-paced, public-facing environment. Ensure compliance with all security protocols and operations at the front desk. Administers the Visitor Management System (VMS) and Inter-office switchboard systems.

Responsibilities/Duties

• Observe and report any security related incidents or issues in accordance with PHA policy and procedures
• Serve as access control, validating identification and business reasons for entry to the Port Administration Building
• Answer and direct incoming calls to the appropriate departments or individuals
• Provide general information about the Port of Houston and its services to visitors and callers
• Manage visitor logs and issue visitor passes as required
• Handle incoming and outgoing mail, packages, and deliveries
• Assist with large mailouts, address envelopes, bind books and all office services
• Assist with scheduling appointments, meetings, and conference room reservations
• Assist with administrative tasks and provide credentialing support as needed
• Implement established control procedures for the Visitor Management System and Physical Access Control System
• Maintain and update standing gate lists in the VMS, including agent vendor lists, tenant lists, Port Houston vehicle permission lists, surveyors and other major lists as needed
• Provide various reports and troubleshooting the VMS, including documentation on issues
• Provide ongoing customer service, online support, and information dissemination for internal and external users and stakeholders, primarily supporting security posts; provide ongoing customer service training and support for VMS users, including ship agents, and Port Houston employees
• Compare audit records against procedural protocols; perform monthly audits of security procedures as scheduled or spot audits as necessary; maintain a variety of accurate and updated files
• Process all applications and requests for facility access, security permissions and privileges, Visitor Management System (VMS) and Transportation Workers Identification Card (TWIC) escort credentials and other required training; confirm if the applicants are eligible and authorized to take the requested class, verify if the request came from an authorized company representative and process the application for approval by Port Houston Facility Security Officer or their designee
• Act in accordance with Port Houston core values (respect, excellence, accountability, diligence, and you)
• Perform other duties as required
  
  

Education/Experience

• High school Diploma or GED
• Minimum of 1-2 years of receptionist, administrative assistant, or customer service experience
• Experience in a corporate, government, or public-facing organization preferred
• Experience supporting executive offices or public authorities.
• Familiarity with visitor management or security access systems
• Bilingual skills (preferred but not required)
  
  

Knowledge, Skills And Abilities

• Strong customer service orientation and professional demeanor
• Proficiency in Microsoft Office (Outlook, Word, Excel) and office phone systems
• Familiarity or ability to learn Workday, SharePoint, BoardDocs, and software systems
• Knowledge of database management
• General knowledge of fiscal management and reconciliation
• Attention to detail
• Prioritization and organization skills
• Problem-solution oriented
• Written and verbal communication skills
• Interpersonal skills
• Strong customer service focus, internal and external
• Works well under pressure
• Ability to work autonomously
• Understanding of confidentiality and discretion in a public-sector environment
  
  

Key Competencies Required

• Effective Communication
• Reliability, Accountability, and Multitasking
• Organizational Skills
• Technical Proficiency
• Customer Service
• Problem-Solving
• Attention to Detail
• Adaptability
• Emotional Intelligence
• Teamwork & Collaboration
  
  

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate, but due to open office environment noise level may occasionally be high. To apply, please go to porthouston.com/careers. Only applications submitted through the Port Houston Careers website will be acknowledged. Port Houston is an equal opportunity employer and participates in the E-Verify program supervised by the U.S. Government.

Thank you for choosing Port Houston in your career search.

Disclaimer

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this job. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Required Qualifications

Non-Exempt

Hourly Wage

0.00 - 0.00

Our company provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.