Receptionist, Administrative​/Clerical

Main Purpose

Serve as the first point of contact for Trafigura's Houston office, delivering a consistently professional and polished front-of-house experience that reflects the company's global standing. The Receptionist is responsible for managing all visitor and guest interactions with the highest standards of discretion, hospitality, and efficiency — including the reception of senior executives, government officials, dignitaries, and other high-profile guests. The role also provides essential administrative and facilities support to ensure the smooth day-to-day operation of the office.

• Minimum 5 years of experience in a front‑of‑house, reception, or executive hospitality role, preferably within a corporate, financial services, energy, or professional services environment.
• Demonstrated experience managing high‑profile visitors, including C‑suite executives, government officials, or VIP guests.
• Exceptional interpersonal and communication skills, both verbal and written, with a polished and professional demeanor at all times.
• Strong command of visitor management systems, switchboard/multi‑line phone systems, and standard office software (Microsoft Office Suite).
• High degree of discretion and confidentiality — able to handle sensitive information and interactions with complete professionalism.
• Excellent organizational skills with the ability to manage competing priorities in a fast‑paced, high‑pressure environment.
• Proactive problem‑solver with a calm, composed manner under pressure.
• Fluency in English required; additional language skills (particularly Spanish) are an advantage.
• Familiarity with security and access control protocols in a corporate setting.

• Serve as the primary point of contact for all visitors to the Houston office, ensuring every guest — regardless of seniority — receives a warm, professional, and seamless welcome.
• Manage the reception of high‑profile visitors including CEOs, board members, government officials, politicians, and dignitaries, coordinating with internal stakeholders and security teams to ensure appropriate protocols are followed.
• Maintain a thorough understanding of visitor management procedures, including pre‑registration, , access badge issuance, and escort coordination.
• Liaise with executive assistants and senior leadership teams ahead of VIP visits to ensure all arrangements are in place.
• Manage the main office switchboard, directing calls promptly and accurately to the appropriate individuals or departments.
• Handle incoming and outgoing correspondence, courier services, and mail distribution.
• Coordinate meeting room bookings, ensuring rooms are prepared, equipped, and presented to the highest standard ahead of meetings.
• Arrange catering and hospitality for meetings and events as required, maintaining quality standards appropriate to the seniority of guests.
• Monitor and manage the reception area and lobby to ensure they are consistently presentable and reflect Trafigura's corporate image.
• Support the Regional Facilities Manager with day‑to‑day office operations, vendor coordination, and facilities‑related administrative tasks.
• Assist with onboarding logistics for new joiners, including access passes and building orientation.
• Maintain office supplies inventory and coordinate replenishment as needed.
• Support health, safety, and security procedures including emergency evacuation protocols.

• Reports directly to the Regional Facilities Manager, North America.
• Collaborates with Senior Leadership, Executive Assistants, HR, IT, Finance/Procurement, and other departments for visitor and event coordination.
• Engages with high‑profile visitors, building management, security teams, external vendors, couriers, and service providers.

We are an Equal Opportunity Employer and take pride in a diverse workforce. We do not discriminate in recruitment, hiring, training, promotion or other employment practices for reasons of race, colour, religion, gender, sexual orientation, national origin, age, marital or veteran status, medical condition or handicap, disability, or any other legally protected status.