Receptionist & Administratve Assistant

We are seeking a highly organized and customer-focused Executive-Level Assistant/Receptionist to be the first point of contact for visitors and callers while providing essential administrative support across multiple departments. This role is ideal for someone who thrives in a dynamic environment, enjoys multitasking, and has a keen eye for detail.

Responsibilities

• Answer, screen, and direct incoming calls professionally.
• Greet and assist visitors, ensuring a welcoming experience.
• Maintain the reception area, conference rooms, and common areas to ensure a professional and organized appearance.
• Manage office supplies, including ordering, receiving, stocking, and maintaining cost-effectiveness.
• Coordinate messenger and courier services as needed.
• Assist with event planning, meeting preparations, and company celebrations.
• Support new hire onboarding by preparing welcome kits, ordering business cards, and coordinating IT setup.
• Maintain and update office systems, including personnel directories and badge scanning systems.
• Process supply invoices and submit them to accounts payable.
• Prepare shipping labels and manage FedEx/UPS shipments.
• Coordinate business lunches and catering requests.
• Maintain company store gift certificates, Shoes for Crews program, and One Call system for new hires and terminations.
• Assist various departments with administrative tasks as needed.
• Maintain office beverage dispenser machines in common areas.
• Assist with the coordination and execution of monthly office and production celebrations, including birthday, anniversary recognitions, and company newsletter.
• Manage vendor relationship with office cleaning services.
• Manage and coordinate office maintenance service needs.
• Prepare onboarding tasks including but not limited to, company swag, business cards, entry access card, ordering lunch, Shoes for Crews, and company gift certificates.
• Maintain gift certificates company-wide for the company store.
• Maintain entry access system for Houston/Corporate.
• Maintain text messaging system.
• Maintain company swag inventory company-wide.
• Manage vendor relationship with paper shredding services.
• Maintain filing systems, both electronic and physical.
• Order company business cards as needed.
• Prepare monthly HR Amex report.
• Handle other duties as assigned.
  
  

Required Skills/Abilities/Education

• Education: High School Diploma or equivalent required.
• Language: Bilingual in English and Spanish is required.
• Experience: 2 years of office administration experience preferred.
• Technical Skills: Basic data entry and computer skills required.
  
  

Soft Skills

• Excellent customer service and communication skills.
• Professional phone etiquette and pleasant demeanor.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• High attention to detail and ability to handle confidential information.
• Proactive and self-motivated team player.