Receptionist

Allied Fire Protection; Austin (TX); On-site; USD 36,000 - 48,000; Full time

Job summary

Allied Fire Protection in Austin, TX is seeking a Receptionist to manage front desk operations with a focus on confidentiality, professionalism, and courteous interaction with visitors and staff.

The role covers HR event support, timekeeping, mail and package handling, phone system management, and broad administrative duties across departments. A high school diploma and receptionist/administrative experience are required, with proficiency in Microsoft Office.

Qualifications

• High school diploma is required.
• Receptionist or administrative assistant experience is required.
• Strong written and verbal communication skills.
• Detail oriented with excellent organization.
• Proficient with Microsoft Office and office equipment.

Responsibilities

• Uphold confidentiality of sensitive information at the front desk.
• Greet visitors professionally; interact courteously with staff and managers.
• Support HR event preparation and employee engagement activities.
• Maintain a well-organized front desk and ensure it opens by 8:00 AM daily.
• Process timecards and report discrepancies to HR.
• Handle mail, packages, and deliveries; direct to appropriate departments.
• Operate the phone system and route calls accurately.
• Provide general HR administrative support across departments.

Skills

Excellent communication

Attention to detail

Organizational skills

Microsoft Office Suite

Verbal communication

Prioritization

Education

High school diploma

Tools

Microsoft Office Suite

Computer Ease

Other company software

Job description

Job Description

Job Responsibilities include but are not limited to:

• Uphold the confidentiality of sensitive information handled at the front desk
• Consistently demonstrate professionalism and courtesy when interacting with visitors, colleagues, and management
• Support with HR event preparation and coordinating for employee engagement initiatives

RECEPTIONIST

Job Description

Job Responsibilities include but are not limited to:

Confidentiality and Professionalism

• Uphold the confidentiality of sensitive information handled at the front desk
• Consistently demonstrate professionalism and courtesy when interacting with visitors, colleagues, and management
• Support with HR event preparation and coordinating for employee engagement initiatives

Customer and Visitor Relations

• Greet and receive visitors with a courteous, friendly, and helpful attitude
• Maintain a well-organized and presentable front desk area, ensuring it is up and running by 8:00 AM daily

Timekeeping and Reporting

• Ensure timecards are completed and submitted by every Monday
• Report any discrepancies or issues with timecards to the HR department

Office Supply Management

• Place office supply orders every Wednesday to ensure stock is maintained
• Daily restocking of coffee, snacks, and supplies in the breakroom and conference room

Mail and Package Handling

• Send and receive mail and packages through USPS and FedEx as required
• Sort and deliver mail and packages upon arrival
• Open all checks and direct them to the appropriate department for processing

Phone System Management

• Answer all incoming calls with a friendly, positive tone, providing empathy and reassurance to customers
• Use the centralized telephone console to manage incoming, outgoing, and interoffice calls
• Relay accurate information and ensure that calls are directed to the correct individuals

HR Administrative Support

• Provide general administrative tasks in support of all departments and managers as needed
• HR tasks can include: scheduling of applicants, sourcing for recruitment, document and data entry
• Update seating charts regularly to reflect any changes
• Check and approve meetings via calendars several times a day
• Check for incoming faxes and distribute them accordingly
• Maintain records and ensure confidentiality in all administrative processes
• Event and Card Coordination for monthly birthday cards and yearly Christmas cards to all employees
• Supporting with Safety Council Training set up for current employees

Reports

• Run monthly billing reports and give to Managers as needed; also send full report at end of month to Managers and Partners
• Run active report for meetings
• Run active/inactive report once a week to make sure it is clean
• Run Unposted Freeform and AIA report 2x a month to make sure it is cleaned up
• Go over liens / notices report with managers and make sure owner info is in CE for liens and notices to be sent.
• Run job cost detail report for managers, if needed
• Run PO status report to see which pick tickets have not been received from field
• Run committed cost report to investigate and clean up old cost on jobs

Knowledge

• High school diploma is required

Work Experience

• Receptionist, switchboard or administrative assistant experience is required

Skills And Competencies

• Excellent written and verbal communication skills
• Ability to follow verbal and written instructions
• Detail oriented with excellent organization skills
• Ability to effectively utilize computers and software including Microsoft Office Suite, Computer Ease and other software required by the Company
• Ability to use general office equipment, i.e. fax machine, copier
• Ability to speak clearly, articulately and in a pleasant tone
• Ability to maintain accurate and auditable records
• Ability to work in a fast-paced service/construction team environment
• Attention to detail with emphasis on accuracy and quality
• Ability to prioritize work to balance multiple projects and deadlines

Physical Requirements

• 100% Office Setting, including sitting, some bending, walking and viewing