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JOB DESCRIPTION
RECEPTIONIST
Job Title: Receptionist
Department: Administration
Reports To: Director of Operations
FLSA Status: Exempt / Full-time
Summary
The Receptionist is responsible for ensuring professional and smooth operations of the Austin office facility, handling a wide range of administrative, technical, and executive-support tasks.
Essential Duties & Responsibilities
- Coverage of the reception area during office hours (Monday through Thursday 8am-5pm, Fridays 8am-3pm)
- Greet and serve as helpful point of contact for visiting clients, vendors, subcontractors, and other guests
- Answer, handle, and transfer incoming calls
- Open, sort and distribute incoming mail, packages, and incoming faxes
- Handle all shipping and receiving services, including tracking outgoing packages with overnight shipping companies, couriers, and other vendors
- Set up conference calls for meetings
- Manage vendor relationships for office supplies, kitchen, and printers/copiers
- Ensure all printers/copiers are fully stocked and in good working order; maintain an inventory of the same
- Order, maintain, and stock office products, including but not limited to: general office supplies, postage, envelopes, packaging materials, stamping machine, paper, printer/copier toner and supplies, and special orders; maintain an inventory of all items with oversight and approval of ______
- Order, maintain, and stock kitchen supplies; maintain an inventory of the same with oversight and approval of ______
- Assist in the facilitation of the Burt’s Bazaar, including keeping inventory, stocking, and ordering items with oversight and approval of ______
- Ensure both coffee areas are stocked at all times with oversight and approval of ______
- Order catering and meals for office staff as requested; includes set up prior and clean up after meetings and events with oversight and approval of ______
- Ensure tidiness of the entire office, including conference rooms, kitchen, printer areas, and common areas throughout the day, and load and empty dishwasher
- Maintain Front Desk Reference Guide and keep all information up-to-date
- Serve as the Executive Assistant for the VP of Construction Services for all administrative tasks related to correspondence, agendas, and report compiling
- Serve as the point-of-contact for Field Employees requiring a Home Depot Purchase Order or credit card payment over the phone
- Ensure Purchase Orders are entered timely, and that all POs and related backup are turned in to the correct department
- Assist all company departments as requested*
- Other duties as assigned*
Qualifications
- A genuinely friendly demeanor and interest in serving/assisting others
- Expertise in handling a multi-line phone system
- Demonstrated high level of detail orientation and organization
- Experience with or ability to quickly learn and master all office management duties
- Experience with or ability to quickly learn and master all software required to complete daily tasks
- Strong time management skills
- High proficiency with the Microsoft Office suite
- Transportation for office errands
Education & Experience
- High School Diploma, GED, or equivalent.
- At least 3 years of experience in an office setting as an Office Management/Administrator
Work Environment
The Burt Group wants to ensure that all of their employees are comfortable and able to work in the type of culture and environment we have built our success on. We work hard and play hard and encourage collaboration and teamwork. Effective communication will be key for this role and will require you to frequently interact with peers and colleagues. You will probably spend the majority of your time sitting and/or walking around the office, whether to visit a co-worker or make it to a meeting on time and there may be occasional long hours to put in if you are diligently working to complete a project or finish a report.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
* The above statements are intended to describe the general nature and level of work being performed. The statements should not be construed as an exhausted list of all responsibilities, duties, and skills required. There may be additional duties outside the normal responsibilities to be performed as needed.
Equal Employment Opportunity has been, and will continue to be, a fundamental principle at The Burt Group. Inc., where employment is based upon personal capabilities and qualifications without discrimination because of race, color, sex, age, national origin, disability, pregnancy or any other protected characteristic as established by law.
