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Date: Jun 6, 2019

Location: Irving, Texas, US, 75038

Company: Neovia Logistics Services

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JOB SUMMARY

  • The Receptionist / HQ Office Assistant provides general office support with a variety of administrative and office management responsibilities. Primary responsibilities include managing a multi-line phone system (directing calls to appropriate associates), monitoring activity on security screens, greeting guests, and serving as the point-of-contact for Neovia’s environmental services.
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  • The Receptionist / HQ Office Assistant reports to the Executive Office Administrator, who also serves as the Senior Executive Assistant to the Chief Executive Officer (CEO). Since the Receptionist / HQ Office Assistant interacts with all levels of employees and guests, with access to extremely sensitive data, demonstrating a high-level of professionalism, integrity, tact, and diplomacy are non-negotiable attributes.

JOB RESPONSIBILITIES

  • Greet all guests in a friendly, professional manner and ensure an exceptional customer experience at all times.
  • Answer the phone with a professional tone, route calls and voicemail messages in accordance with telephone protocol.
  • Maintain the appearance of the front desk area, ensuring it is orderly, free of clutter, and presentable.
  • Communicate and/or coordinate routine instructions, involving various individuals and/or departments, to ensure the effective implementation of responsibilities.
  • Respond to inquiries and when appropriate (e.g., Wi-Fi password), obtain and provide necessary information prior to forwarding inquiries for others to resolve.
  • Serve as the primary point-of-contact relative to Neovia’s common space:
  • Manage the Aramark account, including the Vibe Market.
  • Ensure equipment (e.g., coffee, ice/water, microwave, etc.) is working properly.
  • Serve as the primary point-of-contact with property management firm (Piedmont Management Office/PMO) for communications, lease questions, etc.:
  • Submit all building maintenance issue request/service calls and track progress
  • Send facilities communications to Neovia employees (e.g., stairwell being painted, vehicle needs moving, etc.).
  • Oversee the completion of miscellaneous repairs and services (e.g., carpet cleaning, paint touch-ups, desk adjustments, cabinet changes, etc.).
  • Co-partner with EHS on fire and safety initiatives.
  • Serve as primary point-of-contact / liaison with Neovia’s Day Porter service:
  • Assist Procurement during the supplier selection process.
  • Order supplies (e.g., cleaning, breakroom, etc.).
  • Evaluate the quality of supplier’s work, share observations/assessments with Procurement.
  • Manage incoming and outgoing mail / packages (e.g., USPS, FedEx , UPS), inventory, and manage FedEx for Headquarters::
  • Post all outgoing mail.
  • Pick-up, sort, date stamp, and distribute incoming mail.
  • Receive and log all incoming packages, notify recipient, secure sign-off when picked up.
  • Maintain inventory and order all mailroom supplies (packing tape, bubble wrap, envelopes, etc.).
  • Manage assigning FedEx accounts for all departments.
  • Process requests for outgoing FedEx (only for individuals w/o account access).
  • Oversee the inventory, ordering, and distribution of general office supplies, which includes the purchase .order process.

 

QUALIFICATIONS

  • High School diploma/certificate or its equivalent is required.
  • At least 3 years of recent customer-facing receptionist experience required.

PHYSICAL REQUIREMENTS

Work requires some muscular exertion and/or physical strain such as standing for long periods of time, recurring bending, lifting, or lowering of items weighing up to 25 pounds.

ADDITIONAL INFO

Manage and oversee the full execution of the following essential responsibilities:

  • Neovia Real Estate: space build outs, seating charts, floor plans, desk reconfigurations, etc.
  • Manage Training Room (floor 6) calendar and assist with coordinating its use.
  • Partner with Environmental & Health Services and PMO with fire and safety initiatives.
  • Assist Risk Management with security system and guidelines.
  • Manage vendor warranties (file, maintain, retrieve).
  • Activate, issue, and deactivate new hire, parking, workout facility badges, etc.
  • Process invoices in SAP.
  • Proactively communicate continuous improvement opportunities.
  • Perform other responsibilities as assigned, such as assisting the administrative team with food and beverage orders and the set-up and clean-up of meetings.


Nearest Major Market: Irving
Nearest Secondary Market: Dallas