**Neovia Logistics Services, LLC** Receptionist in Dallas (Metro Area-Irving/Las Colinas), Texas

The Receptionist / HQ Office Assistant provides general office support with a variety of administrative and office management responsibilities. Primary responsibilities include managing a multi-line phone system (directing calls to appropriate associates), monitoring activity on security screens, greeting guests, and serving as the point-of-contact for Neovia’s environmental services.

Since the Receptionist / HQ Office Assistant interacts with all levels of employees and guests, with access to extremely sensitive data, demonstrating a high-level of professionalism, integrity, tact, and diplomacy are non-negotiable attributes.

  • Greet all guests in a friendly, professional manner and ensure an exceptional customer experience at all times.

  • Answer the phone with a professional tone, route calls and voicemail messages in accordance with telephone protocol.

  • Maintain the appearance of the front desk area, ensuring it is orderly, free of clutter, and presentable.

  • Communicate and/or coordinate routine instructions, involving various individuals and/or departments, to ensure the effective implementation of responsibilities.

  • Respond to inquiries and when appropriate (e.g., Wi-Fi password), obtain and provide necessary information prior to forwarding inquiries for others to resolve.

  • Serve as the primary point-of-contact relative to Neovia’s common space:

  • Manage the Aramark account, including the Vibe Market.

  • Ensure equipment (e.g., coffee, ice/water, microwave, etc.) is working properly.

  • Serve as the primary point-of-contact with property management firm (Piedmont Management Office/PMO) for communications, lease questions, etc.:

  • Submit all building maintenance issue request/service calls and track progress

  • Send facilities communications to Neovia employees (e.g., stairwell being painted, vehicle needs moving, etc.).

  • Oversee the completion of miscellaneous repairs and services (e.g., carpet cleaning, paint touch-ups, desk adjustments, cabinet changes, etc.).

  • Co-partner with EHS on fire and safety initiatives.

  • Serve as primary point-of-contact / liaison with Neovia’s Day Porter service:

  • Assist Procurement during the supplier selection process.

  • Order supplies (e.g., cleaning, breakroom, etc.).

  • Evaluate the quality of supplier’s work, share observations/assessments with Procurement.

  • Manage incoming and outgoing mail / packages (e.g., USPS, FedEx , UPS), inventory, and manage FedEx for Headquarters::

  • Post all outgoing mail.

  • Pick-up, sort, date stamp, and distribute incoming mail.

  • Receive and log all incoming packages, notify recipient, secure sign-off when picked up.

  • Maintain inventory and order all mailroom supplies (packing tape, bubble wrap, envelopes, etc.).

  • Manage assigning FedEx accounts for all departments.

  • Process requests for outgoing FedEx (only for individuals w/o account access).

  • Oversee the inventory, ordering, and distribution of general office supplies, which includes the purchase .order process.

  • Manage and oversee the full execution of the following essential responsibilities:

  • Neovia Real Estate: space build outs, seating charts, floor plans, desk reconfigurations, etc.

  • Manage Training Room (floor 6) calendar and assist with coordinating its use.

  • Partner with Environmental & Health Services and PMO with fire and safety initiatives.

  • Assist Risk Management with security system and guidelines.

  • Manage vendor warranties (file, maintain, retrieve).

  • Activate, issue, and deactivate new hire, parking, workout facility badges, etc.

  • Process invoices in SAP.

  • Proactively communicate continuous improvement opportunities.

  • Perform other responsibilities as assigned, such as assisting the administrative team with food and beverage orders and the set-up and clean-up of meetings.

  • High School diploma/certificate or its equivalent is required.

  • At least 3 years of recent customer-facing receptionist experience required.

    Skills and Competencies:

  • Effective interpersonal and communication (verbal, written) skills. Demeanor must be professional and friendly at all times.

  • Proficient user of Microsoft Office programs, especially Outlook, Word, and PowerPoint.

  • Effective organizational skills with the ability to prioritize and deliver high-quality results in a timely manner.

  • Ability to interact professionally with stakeholders, colleagues, board members, external partners, etc.

  • Ability to pay close attention to details, proactively problem-solve, use sound judgement, critically think, and manage multiple projects effectively.

  • Resourceful team-player with the ability to work independently.

  • Proven ability to properly handle confidential information.

  • Ability to adapt seamlessly, remain calm under pressure, and ensure exceptional customer experiences and interactions at all times.

  • Ability to lift, lower, push, and/or pull various items of varying weight. Typically not heavier than 30 lbs.

Neovia Logistics is an Equal Opportunity Employer.

ID: 2017-3750

External Company Name: Neovia Logistics Services, LLC

External Company URL: www.neovialogistics.com