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Our client, a growing global executive search firm in the heart of Downtown Houston is seeking a Front Office Coordinator to join their Houston office. This person will be the first point of contacts for clients and guests and is expected to be highly organized, professional, and polished in a fast-paced environment. The ideal candidate is proactive, independent, and efficient, capable of managing multiple tasks with minimal supervision. This individual must be comfortable sitting at the front desk of the office while juggling other office-related tasks. The Front Office Coordinator will need to handle last-minute changes and challenges with urgency and effective solutions. Strong business ethics-honesty, integrity, and discretion-are essential, along with the ability to work collaboratively and coordinate seamlessly across all levels of the organization. The Front Office Coordinator must also communicate effectively with individuals at all levels, from entry-level staff to C-suite executives.
This role offers a competitive base salary up to $60k based on experience and a 12% target bonus. Comprehensive benefits and 401k options are offered from date of employment. This person will be in office Monday- Friday with some hybrid options. The dress code is business professional.
Role Responsibilities:
- Greet visitors and vendors in a cordial and professional manner and direct them to their respective space.
- Act as main contact for all guests and visitors including scheduling conference rooms, office space and videoconferences.
- Managing Robin, ensuring there aren’t any issues with overlapping/canceling reservations
- Preparing & greeting new hires on their first day
- Stay abreast of personnel changes throughout the company; know the key players and organizational structure.
- Effectively screen calls and take messages in a pleasant and professional manner.
- Screen and route unsolicited calls and emails efficiently.
- Maintain reception area, conference rooms and café.
- Maintain up to date phone lists, office map and general office information.
- Provide administrative back-up support to consultants on ad-hoc basis.
- Efficiently organize and prioritize workload for multiple teams and/or projects.
- Acting as a culture carrier; contributing to office and/or firm initiatives.
- Partnering well across a multitude of stakeholders with the aim of developing productive and trusting relationships with colleagues across the firm.
- Fostering an environment of collaboration; viewed as a team player.
- Demonstrating self-awareness, humility, empathy, and open-mindedness in the workplace.
Requirements:
- High school education required; college degree desired.
- Minimum 4 years of office/reception experience required.
- Available to work in-office Monday through Friday during regular business hours.
- Proficient knowledge of all Microsoft Office products. Minimum keyboarding skills of 60wpm.
- Excellent communication skills, verbal, written and listening.
- Experience dealing with people at all levels of an organization, getting and giving often complex and sensitive information in both verbal and written communications.
Preferred Qualifications:
- Professional services experience
- Prior guest or customer service experience preferred.
- Demonstrate business acumen and financial awareness.
- Experience with proprietary database environments
- Demonstrate effective and accurate proofreading and editing skills.
- Should be able to meet physical demands of the job including sitting for long periods of time, stooping, kneeling, reaching, standing, walking, lifting, pulling, pushing and speaking.
