Receptionist

R E Darling Co; Tucson (AZ); On-site; USD 32,000 - 40,000; Full time

Job summary

R.E. Darling Co. is seeking a receptionist to manage the main switchboard, greet visitors, and support daily operations across departments. The role requires strong communication, data entry, and organizational skills in a fast-paced environment.

Responsibilities include handling mail, coordinating shipments, and maintaining guest logs while ensuring a professional image and timely responses to inquiries from staff and external parties.

Qualifications

• High school diploma or equivalent required.
• Proficiency with MS Word and Excel.
• Experience with a multi-line phone system preferred.

Responsibilities

• Manage and direct incoming calls using a multi-line phone system.
• Welcome visitors and guide them to the appropriate team or individual.
• Handle visitor check-in procedures and maintain guest logs.
• Sort and distribute mail and packages; coordinate outgoing shipments.
• Provide general administrative support across departments.
• Assist with internal paging and communication needs.
• Maintain office equipment and shared spaces.
• Schedule and manage conference rooms.
• Prepare daily information bulletins and reports as requested.

Skills

Phone system proficiency

Communication skills

Guest interactions

Office administration

Bilingual Spanish (preferred)

Education

High School Diploma or equivalent

Tools

MS Word

MS Excel

Job description

This position will require access to ITAR and/or EAR controlled technical data, technology or source code, and requires that all individuals in this role be authorized to access such information.

The receptionist is primarily responsible for monitoring the telephone switchboard. The receptionist reports to the Exports and Contracts Manager. This position requires the ability to simultaneously perform multiple tasks while remaining calm and personable. The receptionist interacts with people in all levels of the organization, as well as customers, vendors, contractors and governmental representatives; good communication skills are required.

Shift:

1st shift

• Monday-Thursday 7:00am-4:30pm
• Working Fridays 7:00am-3:30pm
• Off every other Friday and Weekends

What you'll do:

• Manage and direct incoming calls using a multi-line phone system
• Welcome visitors and ensure they are guided to the right team or individual
• Handle visitor check-in procedures and maintain accurate guest logs
• Sort and distribute incoming mail and packages; coordinate outgoing shipments
• Provide general administrative and clerical support across departments
• Assist with internal paging and communication needs
• Help maintain office equipment and shared office spaces
• Support ad-hoc tasks and daily operational needs as they arise
• Managing conference room scheduling
• Coordinating daily internal bulletins or notices

Education and Experience:

• High School Graduate or equivalent
• Proficient in the use of Microsoft Word and Microsoft Excel
• Experience with a multiple line phone system
• Experience working with a diverse group of people
• Bi-lingual Spanish speaking capability is preferred but not required

Specific Tasks and Focus Areas:

• Answer and direct incoming calls
• Operate a multiple line phone system
• Answer incoming calls and efficiently direct those calls to appropriate Company personnel.
• Field general questions from callers concerning the Company's business
• Ensure the phone system is functional
• Notify appropriate personnel if the phone system requires repair or maintenance
• Project a professional and courteous manner to callers
• Courteously greet all visitors and direct them to the proper person after determining their needs
• As the first point of contact for visitors, present a professional, courteous and efficient image
• Complete denied party screening on all visitors
• Scan and record provided government issued visitor identification
• Add visitor information to the consignee system for screening
• Ensure that appropriate personnel respond to visitor's requirements in a timely manner
• Maintain the Company guest log as required
• File guest log pages monthly
• Conduct internal paging for Company personnel
• Page and direct personnel in an efficient manner with the least amount of interruption to business
• Receive and sort all incoming mail from the U.S. Postal Service
• Stamp items Confidential and forward as needed
• Receive packages (USPS, FedEx, Etc.) and forward to recipient
• Coordinate pickups of packages from R.E. Darling
• Provide clerical support to various Company Personnel
• When requested, prepare correspondence in an efficient and timely manner
• Prepare various schedules and reports as requested
• Perform related duties as required
• Prepare and distribute daily information bulletin
• Maintenance of various office equipment including the fax machine, copier and postage meter
• Prepare mailings for Accounts Payable check runs
• General upkeep of office areas accessible to the public
• Manage scheduling of conference rooms

“AA/EOE/W/M/Vet/Disable”

R.E. Darling Co., Inc. is an equal opportunity employer. All qualified applicants will receive consideration of employment without regard to race, religion, color, national origin, gender, gender identity, sexual orientation, age, status as protected veteran, among other things, or status as qualified individual with disability.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.