Receptionist, Administrative Assistant

Coast Southwest, Inc.; Irving, Northern (TX, KY); Hybrid; USD 32,000 - 42,000; Full time

Job summary

Coast Southwest, Inc. seeks a detail-oriented Receptionist-Administrative Assistant to maintain a welcoming front office and support daily operations in Irving, TX. You will answer calls, manage mail, coordinate supplies and events, and assist billing and customer service processes.

The role requires 3–5 years of office experience, strong communication, and organizational skills. On-site position with duties spanning administration and client interactions.

Qualifications

• 3-5 years of office experience supporting processes in a busy office.
• Excellent verbal and written communication skills.
• Strong organizational and time-management abilities, with the capacity to prioritize multiple tasks efficiently.
• High attention to accuracy and detail in all work.
• Self-motivated, eager to learn, and receptive to feedback.
• Proactive and solution-oriented, consistently seeking opportunities to add value and support the team.

Responsibilities

• Greet and direct all visitors with a positive, friendly, and professional demeanor.
• Answer and direct incoming phone calls and refer questions to appropriate resources.
• Maintain security by following internal policies.
• Receive incoming mail and packages and deliver to the manager daily.
• Order office supplies and research vendors for best deals; restock inventory.
• Coordinate logistics for luncheons and events.
• Maintain breakroom and restroom supplies; ensure reception area and meeting rooms are clean.
• Notify managers of housekeeping or janitorial concerns.
• Provide backup support to the Customer Service department as needed.
• Assist with billing operations, invoice preparation, payment processing, and reconciliation; resolve discrepancies.
• Work with accounting for financial process alignment.
• Handle miscellaneous duties and manage multiple projects with shifting priorities.
• Accurate data entry and maintenance of Excel logs; excellent follow-up.

Skills

Verbal communication

Written communication

Organizational skills

Time management

Attention to detail

Multitasking

Customer service

Tools

Microsoft Office

VMS

ERP systems

Job description

The Receptionist-Administrative Assistant is responsible for a wide range of tasks to ensure smooth day-to-day office operations. As the first point of contact for visitors, clients, and employees, this role maintains a welcoming and organized front office, supports general office needs, provides back-up for customer service, and billing processes. Strong communication, multitasking, and organizational skills are essential for success in this position.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

Front Office:

• Welcome and direct all visitors with a positive, friendly, and professional demeanor.
• Answer and direct incoming phone calls and refer questions/inquiries to the appropriate resources.
• Maintain security by following internal policies.
• Receive incoming mail and packages and deliver to the manager daily.
• Order office supplies, research vendors for best deals, routinely check and restock inventory supply.
• Order and coordinate logistics for successful companywide luncheons and events.
• Maintain office housekeeping standards, including stocking breakroom and restroom supplies.
• Ensure the reception area and meeting rooms are consistently clean, tidy, and presentable.
• Notify the appropriate manager of housekeeping or janitorial concerns to ensure a clean and safe work environment.

Customer Service:

• Provide backup support to the Customer Service department as needed.
• Interact with customers, answer questions, assist with pricing information, and enhance customer experience through trained product upselling to increase sales.
• Resolve or elevate customer concerns to appropriate sales or management personnel.
• Demonstrate clear and professional communication in all customer interactions.
• Provide support for billing operations, invoice preparation, payment processing, and account reconciliation.
• Respond to billing inquiries and resolve discrepancies in a timely manner.
• Work closely with the accounting team to ensure accuracy and alignment in financial processes.

Additional:

• Will work on special projects and perform additional responsibilities as assigned.
• Exercise good judgment to effectively manage multiple projects with shifting priorities.
• Accurate data entry, update, and maintenance of Excel log sheets.
• Excellent follow-up and follow-through skills.
• Organize and maintain information that may be sensitive, confidential, or technical in nature.
• Perform miscellaneous job-related duties as assigned.

QUALIFICATIONS

• 3-5 years of office experience supporting processes in a busy office setting.
• Excellent verbal and written communication skills.
• Strong organizational and time-management abilities, with the capacity to prioritize multiple tasks efficiently.
• High attention to accuracy and detail in all work.
• Proficiency in Microsoft Office, VMS, or ERP systems.
• Self-motivated, eager to learn, and receptive to feedback as a tool for continuous improvement.
• Proactive and solution-oriented, consistently seeking opportunities to add value and support the team.
• This is an on-site position; presence in the office is required. The role involves working in a professional office setting with frequent interaction with employees, clients, and visitors. Remote work is not available.

WORKING ENVIRONMENT (PHYSICAL/MENTAL DEMANDS)

The demands of this job include:

• The physical and mental capacity to effectively perform all essential job duties and responsibilities.
• Must be able to concentrate on details, work under deadline pressures, apply sound logic and judgment, and prioritize tasks and responsibilities.
• Must be able to focus and multitask in a busy environment and maintain composure in potentially stressful situations.
• Maintain effective and professional relationships with executives, staff, customers, vendors, and governmental agencies.
• Access to and maintenance of confidential and sensitive information.
• Must undergo and meet company standards for background checks, drug testing, and behavioral assessments.
• Employee is regularly required to sit, stand, and walk.
• Ability to verbally communicate both in person and via telephone.
• Ability to utilize various office equipment, including a computer, telephone, and copy machine.
• Occasional lifting and/or moving of up to 10 pounds.