What are the responsibilities and job description for the Receptionist position at Petroplan?
Job Summary
This position serves as the primary contact at the point of entry for all visitors and is the first impression for guests. Greet and dispatch visitors professionally and ensure that their needs are met. Performs routine clerical and administrative work in answering telephones, receiving the public, providing customer assistance, data processing and record keeping.
Primary Duties and Responsibilities / Essential Functions
- Works 9 / 80 schedule opposite of Manager, Office Services / Facilities.
- Assists with scheduling and coordination of site tours.
- Provide support to Manager of Office Services and Administrative Assistant as needed.
- Acts as the first point of contact for all visitors and receives and directs inquiries as needed.
- Responsible for providing basic administrative support to multi-discipline team as needed (supports LQF Administrative Building and Annex Administrative Building).
- Completes routine administrative office duties including answering phones, preparing reports, word processing, spreadsheets, filing, organizing, copying, faxing, binding.
- Responsible for generating purchase requisitions, vendor setup, assist with correspondence for price quotes and deliveries, and researching discrepancies. Duties also include processing / tracking invoices, supporting documentation and purchase orders for accuracy and receiving in SAP.
- Main point of contact for all facility supplies (office and refreshment) for administrative team.
- Maintain and review all elevator inspections to ensure all proper documentation has been submitted and posted in elevators for LQF and PTF Administrative Buildings.
- Coordinates sends / receives and distributes mail to appropriate parties. Check the mail box on Lamar daily for distribution.
- Coordinates courier service needs in support of departments.
- Maintains office areas, work orders and equipment and housekeeping of LQF Administration and Annex Administration facilities.
- Schedules and coordinate meetings, travel arrangements and catering as needed.
- Plan and participates in celebrations / activities included but not limited to : Company picnics, Thanksgiving Feast, Crawfish boil, and misc. events.
- Serves as a back-up to Administrative Assistant
Competencies
Work Environment
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.
Work Authorization / Security Clearance (if applicable)
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
HSE Roles and Responsibilities
Support the policies, efforts, and programs of Freeport LNG Health, Safety and Environmental (HSE) Management System. Actively participate in the HSE Management System Policies. Ensure that HSE concerns are given priority in all activities completed within their area of responsibility. Implement routine inspections to ensure safe operating conditions.
