Receptionist

Oceaneering; United States; Remote; USD 42,000 - 56,000; Full time

Job summary

Oceaneering, a global engineering services provider, is seeking a Receptionist/Administrative Assistant to support the Head Office operations in the United States. The role focuses on delivering a professional, welcoming experience for visitors and callers while coordinating daily administrative tasks.

You will manage reception, arrange meetings, handle mail and courier tasks, assist with HR and facilities activities, and support event planning.

Qualifications

• Minimum 2 years of experience in a similar receptionist/administrative role.
• Proficient in Microsoft Office Suite.
• Excellent interpersonal and communication skills.
• Customer service oriented, friendly and welcoming.
• Strong organizational skills and attention to detail.
• Ability to work independently as well as part of a team.

Responsibilities

• Receive visitors/phone calls in an efficient and welcoming manner, linking callers to the appropriate individuals or departments.
• Keep reception area and meeting rooms tidy and inviting.
• Maintain kitchen supplies, conduct stock takes and place orders.
• Assist with townhall meetings and teleconferences including catering and IT requirements.
• Process incoming/outgoing mail and couriers.
• Monitor stationery stock and reorder as needed.
• Assist HR, project administrator and coordinators with purchase orders.
• Conduct admin duties including scanning/photocopying.
• Undertake admin and facilities reporting.
• Refer queries to the appropriate team; identify improvement areas and participate in change initiatives.
• Coordinate and assist IT for new starters hardware.
• Assist with Office Events coordination.

Skills

Interpersonal skills

Communication skills

Customer service

Proactive

Independent worker

Team player

Experience in similar role

Education

Cert IV Business Administration

Tools

Microsoft Office Suite

Job description

This role contributes to the efficiency of the Head Office activities by providing support to reception, administration and other support functions of the office.

• Receive visitors/phone calls in an efficient and welcoming manner ensuring a professional and positive experience to the organisation linking callers to the appropriate individuals or departments.
• Ensure reception area and meeting rooms are kept tidy and inviting.
• Maintain appropriate kitchen supplies such as milk, coffee, and other relevant items. Conducting stock take and ordering as appropriate.
• Ensure kitchen area and lunchrooms are kept tidy and inviting, including emptying dishwasher as appropriate.
• Assist with townhall meeting and teleconference bookings (including food catering and IT requirements).
• Process incoming/outgoing mail and couriers including documents efficiently and appropriately.
• Monitor stationary stock and placing orders as appropriate.
• Assist HR, project administrator and coordinators with creation of purchase orders when required.
• Conduct other administrative duties, scanning/photocopying as required
• Undertake admin and facilities reporting as required.
• Understand different department functions and operations and refer queries and visitors to the most appropriate team or individual.
• Identify areas for improvement, possible solutions and elevate as appropriate and engage in change and improvement initiatives.
• Assist remote IT team with coordination of hardware for new starters.
• Assist with coordination and organization of Office Events including Christmas Party, and other events as appropriate.
• Coordinate and reconcile catering billing.
• Other ad hoc duties as assigned by HR, Project Administrator or Facilities Coordinator.
• Cert IV Business Administration (desirable)
• Minimum 2 years’ experience in similar role
• Proficiency in Microsoft Office Suite
• Excellent interpersonal and communication skills
• Customer service orientated, friendly and welcoming approach
• High level in efficiency and accuracy
• Excellent organizational skills
• Ability to work independently as well as part of a team
• High level of proactiveness

Oceaneering is a global provider of engineered services and products, primarily to the offshore energy industry. We develop products and services for use throughout the lifecycle of an offshore oilfield, from drilling to decommissioning. We operate the world's premier fleet of work class ROVs. Additionally, we are a leader in offshore oilfield maintenance services, umbilicals, subsea hardware, and tooling. We also use applied technology expertise to serve the defense, material handling, aerospace, science, and renewable energy industries.