Receptionist/Administrative Assistant/Office Manager

Description

Company Overview:

XCaliber Container, LLC is a leading supplier of shipping containers in Texas, New Mexico, and Oklahoma dedicated to providing innovative and high-quality storage solutions to our customers. With a focus on excellence and customer satisfaction, we are committed to driving growth and success in the storage industry. As we continue to grow and expand our operations, we are seeking a skilled and experienced Receptionist/Administrative Assistant/Office Manager to join our team and support our office operations.

Position Summary:

We are seeking a highly organized and personable full-time Receptionist/Administrative Assistant/Office Manager to join our team. This multifaceted role involves managing the front desk, providing executive administrative support to the office executives, assisting the office staff with various administrative tasks, and handling general office management duties. The ideal candidate will be professional, proactive, and able to handle multiple tasks efficiently in a fast-paced environment.

Reception Duties:

• Greet and welcome visitors with a positive and friendly demeanor.
• Answer, screen, and direct incoming phone calls.
• Manage the reception area, ensuring it is clean, organized, and presentable.
• Coordinate and schedule appointments and meetings.
• Handle incoming and outgoing mail and packages.
• Assist with application completion of walk-in applicants looking for work.

Administrative Support:

• Provide comprehensive administrative support to office leadership, including calendar management, travel arrangements, and expense reporting.
• Prepare and edit correspondence, communications, presentations, reports, and other documents, as needed.
• Assist with meeting preparation, including setting up conference calls, preparing agendas, and taking meeting minutes, as needed.
• Assist office staff with various administrative tasks as needed, such as data entry, filing, and document management.
• Support the planning and execution of office events and functions.
• Handle any other duties as assigned to ensure the smooth operation of the office.

Office Management:

• Oversee the day-to-day operations of the office, ensuring a smooth and efficient workflow.  
• Manage office supplies inventory to include the evaluation and reordering of general supplies for office and employee needs.?  
• Coordinate with IT, facilities, and other departments to resolve operational issues.  
• Organize and schedule meetings and appointments, as needed.  
• Oversee general office operations, including supply management, equipment maintenance, and vendor coordination.
• Ensure office policies and procedures are followed and updated as necessary.
• Assist in planning and execution of office events and meetings, including holiday events, Town Hall meetings, and other on-site events. 
• Represent office staff as a member of the safety committee.  

Requirements

Qualifications:

• High school diploma or equivalent required; associate’s or bachelor’s degree preferred.
• Proven experience as a receptionist, administrative assistant, or in a similar role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Professional appearance and attitude.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Strong problem-solving skills and the ability to work independently.
• Experience with RingCentral and Hub Spot preferred.
• Bilingual in Spanish/English preferred.