The Receptionist serves as the first point of contact for visitors, clients, and stakeholders, ensuring a welcoming and professional environment. This role requires fluency in both English and Spanish to effectively assist a diverse client base. The position is responsible for managing front desk operations, switchboard functions, cashier duties, and mailroom tasks, contributing to the smooth operation of the organization. Occasional overtime may be required.
Key Responsibilities
Front Desk Operations
Greet and welcome visitors with professionalism and a friendly demeanor.
Provide information about the organization’s mission, programs, and services.
Direct clients and visitors to the appropriate staff or programs.
Ensure all visitors sign in and receive a visitor badge.
Telephone Operations
Operate the computerized telephone system, including switchboard functions.
Record and manage outgoing messages and transfer calls to the appropriate staff or department.
Take messages and facilitate communication among staff members.
Administrative Tasks
Assist with general administrative duties such as photocopying, filing, and data entry.
Maintain a clean and organized reception area.
Manage incoming and outgoing mail and packages, including opening, distributing, and stamping outgoing mail.
Cashier and Mailroom Duties
Collect and account for service fees, in-kind donations, and monetary contributions.
Process safe contents and log FedEx / UPS deliveries, ensuring accuracy in the logbook and account codes.
Deliver packages to appropriate recipients and provide shipment assistance as needed.
Support and Collaboration
Provide backup support for Support Services Assistants and other departments as required.
Assist with special projects, events, room setups, donations, and facility maintenance coordination.
Perform additional tasks as assigned by the Purchasing and Support Services Director or Supervisor.
Qualifications
Education : High School Diploma or equivalent.
Experience : At least 2 years of high-volume front desk experience or experience with a computerized telephone system.
Language : Fluency in both Spanish and English is required.
Other Requirements : Valid Texas Driver’s License. Must pass a clean criminal background check and drug test.
Skills and Attributes
Excellent verbal and written communication skills in both English and Spanish.
Strong organizational skills with the ability to multitask in a high-volume environment.
Professional and friendly demeanor, with a focus on customer service.
Proficiency in operating telephone systems, basic office equipment, and Microsoft Office tools.
Ability to work collaboratively with diverse teams and maintain confidentiality.
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