Receptionist
We are searching for an experienced Receptionist at our Tarlton HQ facility.
Primary Duties and Responsibilities:
Major Goals and Responsibilities:
The Receptionist at Tarlton serves as the first point of contact for all visitors, clients, contractors, and employees at the company, playing a vital role in establishing a positive and professional atmosphere. As the face of the company, this position is responsible for greeting and assisting everyone who enters the office, ensuring they feel welcomed and addressed promptly. In addition to being the initial touchpoint for visitors, the receptionist is tasked with managing the front desk area, which includes answering phone calls, directing inquiries, and providing general information about the company and its services. By performing these key responsibilities, the receptionist contributes to maintaining a productive and professional work environment for everyone.
Essential Activities:
-Greet all visitors, clients, contractors, and vendors in a friendly, professional, and efficient manner, ensuring that all interactions reflect the company's standards of excellence.
-Answer the phone, screen calls, and direct them to the appropriate department or personnel.
-Take detailed messages when necessary and ensure timely follow-up by the appropriate staff member.
-Maintain an organized and presentable front desk, ensuring it is always stocked with necessary supplies.
-Ensure all visitors sign in and out before entering areas of the office.
-Assist office staff with various administrative duties as needed.
-Maintain and organize all files, both physical and electronic.
-Monitor and help with the procurement of beverages and snacks for the office, ensuring that supplies are always well-stocked and readily available.
-Coordinate with coffee and soda machine vendors and handle service requests.
-Ensure the reception area maintains a welcoming atmosphere for clients, contractors, and guests, demonstrating high levels of customer service.
-Prepare and maintain accurate records of all inbound and outbound correspondence, including vendor invoices, client contracts, and project correspondence.
-Assist in the coordination of internal office events, meetings, or conferences, including reserving conference rooms, ordering refreshments, and setting up necessary equipment.
-Serve as a point of contact for employees seeking information or resources from different departments or team members.
-Help with other general office operations, including photocopying, scanning, faxing, sorting/distributing mail, and shipping packages.
-Manage the postage meter and keep records of postage, courier services, and related expenses, ensuring accurate documentation for budgeting purposes.
-Order all mail supplies and manage the service of the mail machine.
-Other duties as assigned.
People Managed: None
Primary People Contacts: Tarlton Team Members, Clients, Vendor/Suppliers, Contractors/Subcontractors, Visitors
Required Qualifications:
Prerequisites:
-High school diploma or equivalent required; Associate degree in business administration, office management, or related field preferred.
-At least 3-5 years of experience in an office receptionist or administrative support role, with construction industry experience preferred but not required.
-Effective communication skills, both verbal and written.
-Ability to multitask and manage a variety of responsibilities simultaneously.
-Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
-Strong organizational and time-management skills.
-Ability to maintain confidentiality and manage sensitive information appropriately.
-Excellent customer service and interpersonal skills.
-Basic understanding of office equipment (copiers, fax machines, etc.) and construction industry-specific tools or software is a plus.
-Ability to work independently and as part of a team.
Work Environment:
-The work is typically performed in a standard office or indoor environment.
-The office may be fast paced, with frequent interactions with visitors, clients, and staff from multiple departments.
-Ability to sit or stand for extended periods while managing front desk duties.
-Occasional lifting or moving of office supplies, documents, or materials up to twenty-five (25) pounds may be required.
-While performing the duties of this job, the employee is primarily required to sit, talk, and listen. Occasionally, the employee may need to stand, walk, use hands to manage or feel objects, reach with hands and arms, and bend or kneel. This job also requires specific vision abilities, including the ability to see clearly at both close and distant ranges, distinguish colors, have peripheral vision, perceive depth, and adjust focus when needed.
Equal Employment Opportunity Employer
Tarlton is committed to providing a work environment that is inclusive, diverse, and free from discrimination. We are an equal opportunity employer and make employment decisions based on qualifications, merits, and business needs. We do not discriminate against any employee or applicant based on race, color, national origin, sex, gender identity, sexual orientation, age, disability, religion, veteran status, genetic information, or any other characteristic protected by federal, state, or local laws. We believe that a diverse workforce enhances our ability to serve our clients and communities, and we actively seek to recruit individuals from a variety of backgrounds and experiences.