Administrative Assistant

Front Desk/Administrative Assistant

Location: Austin, TX 78759 Duration: 05 Months Shift: M-F 1:00 PM 6:00 PM (Part Time)

Job Summary: We are seeking a professional and friendly Receptionist to serve as the first point of contact for our organization. The Receptionist will greet visitors, answer incoming calls, manage appointments, and provide administrative support to ensure efficient office operations.

Key Responsibilities:

• Greet and welcome visitors in a courteous and professional manner
• Check visitors in and out using the Welcome system, provide badges
• Mail badges to new hires or remote employees, send a weekly badge report to our Security manager
• Manage incoming deliveries and notify the recipients
• Answer, screen, and direct incoming phone calls
• Maintain visitor logs and issue visitor passes when required
• Handle incoming and outgoing mail and deliveries
• Perform basic administrative duties such as filing, data entry, and document preparation
• Maintain office supplies inventory and place orders when necessary
• Provide general support to staff and management
• Ensure the reception area is tidy and presentable at all times
• Check mail (sort, scan or send to offsite recipients, etc.) create Fedex labels for employees as needed
• Support meetings (lunch order, dinner reservations for out-of-town guests/employees or onsite meetings)
• Update the Austin employees email distribution list
• Check onsite conference rooms daily in case of double bookings
• Report on facilities issues to the ticket system service (CBRE)

Qualifications:

• High school diploma or equivalent (Associate degree is a plus)
• Proven experience as a receptionist, front desk representative, or similar role
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Excellent verbal and written communication skills
• Strong organizational and multitasking abilities
• Professional appearance and attitude
• Ability to handle sensitive information with confidentiality
• Strong customer service skills

Preferred Qualifications:

• Experience with multi-line phone systems
• Familiarity with scheduling software
• Multilingual abilities