Receptionist/Administrative Coordinator

Producers Midstream; Dallas (TX); On-site; USD 32,000 - 48,000; Full time

Job summary

Producers Midstream Management LLC in Dallas, TX seeks a Receptionist/Administrative Coordinator to act as the primary point of contact for visitors, employees, vendors, and callers while delivering essential administrative support.

Responsibilities include answering and directing calls, greeting visitors, managing check-ins, coordinating conference rooms, and supporting mail, shipping, and office operations with a high standard of customer service.

Qualifications

• Prior experience as an Administrative Assistant, Receptionist, Office Administrator, or similar role preferred.
• Excellent verbal and written communication skills, with the ability to communicate professionally with employees, visitors, vendors, and external contacts.
• Strong customer service and interpersonal skills.
• Strong organizational and time-management skills with the ability to manage multiple priorities and tasks.
• Notary Public certification required or ability to obtain and maintain certification.

Responsibilities

• Answer, screen, and direct incoming phone calls in a professional manner.
• Serve as the first point of contact for visitors, vendors, applicants, and customers.
• Greet visitors, manage check-in procedures, and notify employees of guest arrivals.
• Monitor and manage front door access and visitor traffic.
• Provide exceptional customer service and represent the company professionally.
• Assist guests with directions and information.
• Receive and respond to general office inquiries.
• Ensure visitors comply with security procedures.
• Notarize documents as needed.

Skills

Verbal & written comms

Customer service

Organizational skills

Multitasking

MS Office Suite

Education

Notary Public certification

High School Diploma or GED

Tools

Microsoft Office (Outlook, Word, Excel, Teams)

Job description

Producers Midstream Management LLC is a private equity backed midstream service provider based in Dallas, TX. PM offers comprehensive benefits including medical, dental, 401k (company match), tuition reimbursement, and much more.

Summary

The Receptionist/Administrative Coordinator role serves as the primary point of contact for visitors, employees, vendors, and callers while providing administrative support.

Front Desk

• Answer, screen, and direct incoming phone calls in a professional and courteous manner.
• Serve as the first point of contact for visitors, vendors, applicants, and customers.
• Greet visitors, manage visitor check-in procedures, and notify employees of guest arrivals.
• Monitor and manage front door entrance access and visitor traffic.
• Provide exceptional customer service and represent the company professionally.
• Assist guests with directions and information.
• Receive and respond to general office inquiries.
• Ensure visitors comply with company security and visitor procedures.
• Notarize documents as needed in support of company business and administrative requirements.

Office Hospitality

• Assist as needed to arrange catering for meetings, training sessions, and special functions
• Maintain clean, organized, and welcoming reception areas, conference rooms, kitchens, breakrooms, and common areas.
• Assist with ensuring common areas are presentable, well-stocked, and professional at all times.
• Assist with various administrative tasks.
• Assist with ensuring conference rooms, reception areas, breakrooms, and common areas are maintained to company standards.

Mail, Shipping & Office Operations

• Receive, sort, and distribute incoming mail, packages, and deliveries to the appropriate departments and employees.
• Prepare and process outgoing mail, overnight shipments, and courier requests.
• Coordinate shipping and receiving activities with vendors and delivery services.
• Track deliveries and ensure timely distribution of packages and correspondence.
• Maintain shipping and postage supplies.

Office Administration

• Assist with filing, scanning, copying, data entry, and document management.
• Handle confidential information with discretion and professionalism.
• Maintain office directory for the Dallas office.

Conference Room

• Manage conference room reservation requests and maintain meeting room calendars.
• Prepare conference rooms with necessary supplies, technology, and refreshments when needed.
• Ensure meeting rooms remain organized, stocked, and ready for use.
• Perform other duties and responsibilities as assigned.

Qualifications

• Prior experience as an Administrative Assistant, Receptionist, Office Administrator, or in a similar administrative support role preferred.
• Excellent verbal and written communication skills, with the ability to communicate professionally and effectively with employees, visitors, vendors, and external contacts.
• Strong customer service and interpersonal skills.
• Strong organizational and time-management skills with the ability to manage multiple priorities and tasks.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and Teams.
• Ability to handle confidential and sensitive information with discretion and professionalism.
• Strong attention to detail and ability to work independently in a fast-paced office environment.
• Notary Public certification required or ability to obtain and maintain certification.

WORKING CONDITIONS

Environmental Conditions:

• Working indoors primarily at a workstation using a computer and standard office equipment.

Physical Conditions

• Remaining in a stationary sitting position for prolonged periods of time.
• Using hands and eyes to use computer.
• Communicate with both internal and external contacts.

Equal Opportunity Employer