Office Receptionist and Administrative Coordinator

Location: Houston, Texas
Company: Maxx Builders

Maxx Builders is seeking a proactive and detail-oriented Office Receptionist and Administrative Coordinator to be the face of our company, ensuring smooth office operations while delivering exceptional service to clients, vendors, and team members. This role combines receptionist, administrative, and clerical responsibilities, offering opportunities for growth in a dynamic and innovative environment. If you thrive in a fast-paced setting and enjoy contributing to a team’s success, we encourage you to apply!

Job Responsibilities Reception and Visitor Management

• Greet visitors warmly, assist with their needs, and escort them throughout the office as necessary.
• Answer and direct incoming calls, take messages, and distribute them promptly and professionally.
• Maintain a professional and welcoming reception area, ensuring a positive first impression.
• Offer drinks and snacks to guests, creating a hospitable environment during visits.

Office and Facility Management

• Ensure the appearance and cleanliness of the office, including the lobby, conference rooms, management offices, common areas, and kitchen.
• Maintain stock of office supplies, groceries, and printer resources (e.g., paper, ink).
• Monitor and schedule maintenance for office supplies and equipment, coordinating with vendors as necessary.

Mail and Document Management

• Sort and distribute incoming mail and packages promptly, handling outgoing mail through vendors like UPS and FedEx.
• Scan, photocopy, and print documents for internal use or external distribution.
• File paperwork systematically to maintain an organized and accessible filing system.

Administrative Support

• Support the distribution of subcontractor and vendor checks.
• Manage scheduling of meetings and appointments for executives and project managers.
• Place meal orders for business meetings or office events as needed.
• Enter and process invoices and check requests accurately and efficiently.
• Maintain daily logs of visitors, calls, and inquiries to identify trends and provide insights to management.

Cross-Departmental Collaboration

• Serve as the main contact for project administrators in the field, providing updates on pertinent information.
• Collaborate with the HR team to assist with onboarding tasks, such as preparing welcome kits and ensuring paperwork is completed.
• Support the sales and marketing teams by distributing promotional materials, printing reports, and managing contact databases.

Human Resources Assistance

• Assist with HR-related clerical tasks, including photocopying, filing, scanning, and faxing.
• Take on additional HR-related duties, such as scheduling interviews and managing candidate correspondence, as needed.

Client and Vendor Engagement

• Pre-screen leads by gathering basic information and forwarding it to the appropriate team.
• Follow up on inquiries to ensure client satisfaction and resolution of concerns.
• Act as the liaison for external vendors, coordinating services and ensuring timely issue resolution.

Technology and Data Management

• Provide first-level IT support for basic office issues, such as setting up video calls or troubleshooting Wi-Fi connectivity.
• Maintain and update client and vendor databases, ensuring data accuracy and security.
  

Event Coordination and Reporting

• Organize and prepare materials for company events, training sessions, and team-building activities.
• Generate reports on office activities, such as visitor logs, call trends, and customer feedback.

Required Skills and QualificationsEducation:

• High school diploma or equivalent (required).
• Additional training in office administration, customer service, or business communication is a plus.

Experience:

• 1-3 years in a receptionist, administrative, or office coordination role.
• Experience in the construction or related industries is preferred but not mandatory.

Skills:

• Exceptional verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with office equipment.
• Ability to multitask, prioritize, and manage time effectively in a fast-paced environment.
• Friendly and approachable demeanor with a strong focus on customer service.
• Strong organizational and problem-solving skills, with keen attention to detail.

Growth Opportunities

This role offers opportunities for career advancement within Maxx Builders. Successful candidates can grow into roles such as:

• Office Manager
• Client Relations Specialist
• HR Assistant
• Executive Assistant

Why Join Maxx Builders?

At Maxx Builders, we foster a collaborative and innovative work environment that values professionalism and excellence. As the Office Receptionist and Administrative Coordinator, you will play a crucial role in upholding our high standards, contributing to our operations, and enhancing client satisfaction.

Additional Information

• Location: Houston, Texas (on-site position).
• Work Hours: Monday to Friday, 8:00 AM to 5:00 PM.
• Compensation: Competitive salary with opportunities for performance-based bonuses.
• Benefits: Health insurance, paid time off, and professional development opportunities.

How to Apply

If you’re organized, personable, and ready to contribute to a growing and dynamic company, submit your resume and a brief cover letter. Highlight your experience and explain why you are the perfect fit for the Office Receptionist and Administrative Coordinator role.

Be the cornerstone of our office operations—join Maxx Builders today!

Salary : $13 - $17