**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.
External Company Name: Neovia Logistics Services, LLC
External Company URL: www.neovialogistics.com