Administrative Assistant

Job Title:
Front Desk/Administrative Assistant

Location:

Austin, TX 78759
Duration: 05 Months
Shift: M-F 1:00 PM – 6:00 PM (Part Time)

Job Summary:
We are seeking a professional and friendly Receptionist to serve as the first point of contact for our organization. The Receptionist will greet visitors, answer incoming calls, manage appointments, and provide administrative support to ensure efficient office operations.

Key Responsibilities:
Greet and welcome visitors in a courteous and professional manner
Check Visitors in and out => eWelcome system provide badges
Badges:
Mail badges to new hires or remote employees send a weekly badge report (visitor badge returned, lost, contractors....) to our Security manager.
Manage incoming deliveries & notify the recipients
Answer, screen, and direct incoming phone calls
Maintain visitor logs and issue visitor passes when required
Handle incoming and outgoing mail and deliveries
Perform basic administrative duties such as filing, data entry, and document preparation
Maintain office supplies inventory and place orders when necessary
Provide general support to staff and management
Ensure the reception area is tidy and presentable at all times
Check mail (sort, scan or send to offsite recipients, etc.) create Fedex labels for employees as needed
Support Meetings (lunch order, dinner reservations for out-of-town guests/employees or onsite meetings)
Update the Austin employees email distribution list
Check onsite conference rooms daily in case of double bookings
Report on facilities issues => ticket system service (CBRE)

Qualifications:
High school diploma or equivalent (Associate degree is a plus)
Proven experience as a receptionist, front desk representative, or similar role
Proficiency in Microsoft Office (Word, Excel, Outlook)
Excellent verbal and written communication skills
Strong organizational and multitasking abilities
Professional appearance and attitude
Ability to handle sensitive information with confidentiality
Strong customer service skills

Preferred Qualifications:

Experience with multi-line phone systems
Familiarity with scheduling software
Multilingual abilities