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Performs initial contact work with clients and visitors by receiving callers either in person, at the office, or on the telephone, determining the nature of visitor/caller's business, and directing callers to the appropriate destination. As assigned, accurately produces information by formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
Essential Job Responsibilities:
- Welcomes visitors to the company by greeting them, either in person or on the phone, and answers or refers all inquiries.
- Answers the company's main switchboard/telephone console and directs callers to appropriate employee for assistance.
- Provide clear instructions to guide visitors to appropriate company personnel and assist with directing employees and guest to correct meeting rooms efficiently.
- Obtains caller's name and confirms appointment with person being called upon.
- Uses telephone console to collect incoming messages, document messages, and distribute messages to the appropriate employee.
- Provide administrative support to all team members including drafting memos, correspondence, reports, and other documents as assigned by Office Manager.
- Analyzes and adjusts work procedures for maximum efficiency and to meet the needs of the company.
- Maintains security by following procedures and assisting with visitor registration.
- Maintains safe and clean reception area by complying with procedure, rules, and regulations.
- Answers basic inquiries about the company.
- Receives, manages, and processes work order requests; ensures problems are resolved quickly.
- Acts as company Fire Warden and Basic First-Aid, CPR, and Automatic External Defibrillator (AED) administrator.
- Adheres to the company's values - integrity, ownership, urgency, alignment, and improvement.
- Supports company vision and mission.
- Adheres to established work schedule, attendance standards and is punctual to work and meetings.
Other Job Responsibilities:
- Maintains employee confidence and protects corporate assets, including intellectual property, by keeping information confidential.
- Maintains a pro-active approach to solving problems and achieving goals.
- Other duties as assigned by management.
Qualifications:
- One (1) year experience in general office services and/or reception work.
- Ability to obtain certification as Fire Warden, Basic First-Aid, CPR, and Automatic External Defibrillator (AED) administrator.
- Ability to establish and maintain effective working relationships with employees, supervisors, other departments, officials, and the public.
- Ability to work independently and complete multiple, diverse tasks of differing priorities without close supervision.
- Ability to remain calm and composed when faced with various personalities, customer complaints, and awkward situations with customers.
- Ability to perform tasks and achieve results with a high degree of accuracy and precision.
- Ability to anticipate approaching problems and establish strategic plans for future success.
- Ability to demonstrate strong skills in using correct grammar and punctuation.
- Ability to demonstrate strong proofreading and editing skills.
- Basic knowledge of reception and office services duties.
- Exceptional speaking voice with clear pronunciation of the English language.
- Intermediate knowledge in the use and application of the following software: Microsoft Office Suite (Excel, Word, Outlook, PowerPoint)
Education Requirements:
- Graduation from a high school or GED equivalent with some course work in general office practices.
Certifications, Licenses, Registrations:
- Maintains certification as company Fire Warden, Basic First-Aid, CPR, and Automatic External Defibrillator (AED) Administrator.
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Hilcorp Energy Company
Feb 26, 2025