Receptionist / Administrative Assistant

Receptionist / Administrative Assistant- JLL

The Receptionist / Administrative Assistant plays a key role in ensuring the efficient day-to-day operation of the office environment. This position supports office operations, enhances employee and client experience, and maintains a professional and organized workplace. This role requires a highly motivated and proactive professional capable of anticipating needs, taking initiative, and delivering results in a fast-paced environment. The ideal candidate demonstrates strong time management skills, with the ability to prioritize tasks, meet deadlines, and manage multiple responsibilities efficiently while working with minimal supervision.

What your day-to-day will look like:

• Greet and assist visitors, clients, and employees in a professional, courteous, and welcoming manner, serving as the first point of contact by answering and directing incoming calls, managing general inquiries, and communicating site safety procedures and visitor guidelines.
• Provide a high level of hospitality by proactively offering beverage options to visitors and clients, coordinating in advance with meeting organizers to understand guest preferences and ensure refreshments are prepared and delivered to conference rooms in a timely manner.
• Coordinate meeting schedules and prepare conference rooms, ensuring all audio/visual, catering, and event requirements are met efficiently and maintaining a professional, client-ready environment throughout meetings.
• Engage with stakeholders to gather and document catering requirements, including dietary restrictions and special preferences, communicating all dietary needs clearly to vendors and confirming proper execution prior to delivery.
• Maintain and update employee nameplates, seating distribution, office and kitchen supplies inventory to ensure accurate office organization and appropriate stock levels.
• Receive, sort, and distribute incoming mail and packages, manage outgoing mail, shipping, and courier services (e.g., UPS, FedEx), and serve as point of contact for deliveries and vendors.
• Partner with management and planning teams to coordinate events, catering, and team-building activities, while maintaining meeting rooms to ensure proper functionality of equipment and cleanliness of shared spaces.
• Liaise with third-party vendors, including catering, cleaning, and office service providers, and assist with coordinating facility maintenance and office service requests.
• Support workspace coordination, including seating arrangements and onboarding/offboarding logistics.
• Demonstrate initiative by proactively identifying and resolving issues related to mail services, copier operations, parking facilities, security badges, and conference room management in a timely and professional manner while maintaining a high level of customer service.

Required Qualifications:

• HS diploma or equivalent.
• 35 years of relevant experience in an administrative, office support, or receptionist role
• Excellent customer service and relationship-building skills.
• Strong organizational, communication, and interpersonal abilities.
• Ability to prioritize tasks and manage multiple responsibilities effectively.
• Proactive, detail-oriented, and solution-driven mindset.
• Professional demeanor with a positive, "can-do" attitude.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams).

Preferred Qualifications:

• Associate degree or equivalent experience preferred
• Working knowledge of office operations, workplace services, and facilities coordination with experience coordinating vendors and service requests
• Strong event logistics skills including rooms, catering, timing, setup, and excellent stakeholder coordination with hosts, IT/AV, security, facilities, and vendors
• Security and privacy-minded approach to access control, visitor escorting, and executive area management
• Experience supporting executive-level professionals with visitor and guest management discipline
• Understanding of HSSE management principles, safety procedures, hazard assessments, and compliance requirements

Schedule: Monday Friday, 8:00 AM 5:00 PM. Flexibility required to accommodate varying business needs, special events, and operational demands.

This position does not provide visa sponsorship. Candidates must be authorized to work in the United States without sponsorship.

Location:

On-site Houston, TX

If this job description resonates with you, we encourage you to apply, even if you don't meet all the requirements. We're interested in getting to know you and what you bring to the table!

Personalized benefits that support personal well-being and growth:

• 401(k) plan with matching company contributions
• Comprehensive Medical, Dental & Vision Care
• Paid parental leave at 100% of salary
• Paid Time Off and Company Holidays
• Early access to earned wages through Daily Pay