Receptionist

Allied Fire Protection; Carrollton (TX); On-site; USD 32,000 - 42,000; Full time

Job summary

Allied Fire Protection is seeking a receptionist to manage front desk operations and provide administrative support across departments. You will greet visitors, handle phones, manage timekeeping and mail, and assist HR event planning in a fast-paced environment.

The role requires professional communication, organization, and the ability to handle confidential information with discretion. Prior receptionist or administrative experience is preferred.

Qualifications

• High school diploma required.
• Receptionist, switchboard or administrative assistant experience is required.
• Excellent written and verbal communication skills.
• Proficient with Microsoft Office and basic office equipment.

Responsibilities

• 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.
• 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.
• Ensure timecards are completed and submitted by every Monday; report discrepancies to HR.
• Place office supply orders weekly and restock breakroom items daily.
• Handle mail and packages via USPS and FedEx; sort and deliver.
• Answer incoming calls using a friendly tone and direct them correctly.
• Provide HR administrative support (scheduling, recruitment, data entry, calendar checks).
• Run monthly billing and other reports; support managers and partners as needed.

Skills

Customer service

Communication

Organization

Attention to detail

Multitasking

Time management

Front desk etiquette

Telephone handling

Education

High school diploma

Tools

Microsoft Office Suite

Computer Ease

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

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