Reception and Office Support Specialist

Why Ryan?

• Hybrid Work Options

• Award-Winning Culture

• Generous Personal Time Off (PTO) Benefits

• 14-Weeks of 100% Paid Leave for New Parents (Adoption Included)

• Monthly Gym Membership Reimbursement OR Gym Equipment Reimbursement

• Benefits Eligibility Effective Day One

• 401K with Employer Match

• Tuition Reimbursement After One Year of Service

• Fertility Assistance Program

• Four-Week Company-Paid Sabbatical Eligibility After Five Years of Service

This highly-visible role aids Firm customers, employees and offices with phone reception and office security support. The first point-of-contact with clients and guests, this position maintains a professional and positive attitude with a high level of clarity in communications. This position greets visitors and provides information or refers inquiries as necessary. This role handles daily monitoring of security access control software for issues, concerns, and confirmation of successful operation. This role is responsible for helping to ensure the organization is safe and secure. Core office hours range from 7:00 am to 6:00 pm, Monday through Friday.

Please note, this position requires you to be in office 5 days a week with flexibility to staff both our Galleria and Legacy West offices. Compensation for this role will be around $20hr.

Duties and Responsibilities aligned with Key Results:

People:

• Assists with training and mentoring new receptionists.
• Resolves complaints in a calm and professional manner, escalating to the applicable department or team when required. 
• Provide guests, and employees with general administrative assistance.
• Supports department leaders with various administration tasks.
• Provides backup to Office Services staff.
• Assists IT and People Group with employee on-boarding and off-boarding activities.

Client:

• Operates multi-line phone system and answer/transfer calls for global offices in a timely and very professional manner.
• Determines purpose of call and routes to appropriate personnel or department.
• Maintains office security and logs all guests, vendors, and contractors, and issues visitor and employee temporary badges.
• Performs remote resets on security access systems for all offices, when necessary.
• Responsible for troubleshooting and correcting any badge issues in a timely manner.
• Monitors surveillance equipment and escalates any observed suspicious activity or issues to management personnel and/or security vendor to resolve.
• Handles badge creation, replacement, deactivation, security access, and reclamation.
• Monitors RightFax Folder and route faxes via email to the determined recipient.

Value:

• Manages after-hour general voicemail account and forward messages as necessary.
• Receives courier deliveries and notifies recipient or mail room for pickup.
• Security alarm reviews, acknowledgement and clearing.
• Regular status check of security equipment through access control software.
• Manages employee parking records, assignments, and requests, validates guest parking.
• Conducts quarterly parking audits to ensure accuracy.
• Runs monthly badge access reports for department leaders.
• Ensures main floor kitchens, lobbies, and reception areas are tidy and stocked, as needed.
• Provide support for special projects.
• Other duties as assigned.

Education and Experience:

• High school diploma or general education degree (G.E.D.) required.  Some college education is highly preferable. Minimum 1 year of experience in a receptionist or customer service professional role with high call volume; professional corporate environment is a plus.
• Experience operating a multi-line phone system in a corporate environment a plus. 
• Must be able to work in a fast-paced, professional working environment, working under pressure and maintaining composure; must be task oriented, a self-starter, and capable of working independently.
• Demonstrated ability to maintain confidentiality and effectively handle highly sensitive information with sound judgment, tact, and discretion.
• Possess strong attention to detail and accuracy.
• Ability to organize and prioritize work assignments and meet deadlines.
• Demonstrated proficiency in the use of standard software applications.
• Demonstrated ability to work effectively with a diverse group of professionals.
• Excellent customer service skills with proven ability to build rapport with clients in a professional, likable and approachable manner. 
• Exceptional self-presentation, outgoing and confident with a highly polished and professional manner including dress.
• Excellent attention to detail and the ability to multi-task.

Computer Skills:

To perform this job successfully, an individual must be competent and proficient in Microsoft Office including Outlook calendaring and room management, Power Point, Excel and Word, with the ability to learn and be proficient in additional software platforms. 

Certificates and Licenses:

Valid driver’s license required.

Supervisory Responsibilities:

This position has no supervisory responsibilities.

Work Environment:

• Standard indoor working environment.
• Regularly required to sit for extended periods of time with daily telephone interaction.
• Position requires regular interaction with employees at all levels of the Firm and interface with customers and external vendors as necessary.

Equal Opportunity Employer: disability/veteran