Job Title: Office Manager & Corporate Receptionist

FLSA Classification: Non-Exempt

Department: Dallas Admin

Reports To: Executive Assistant to the CEO

May Supervise: N/A

Date: November 2024

 

Position Responsibilities:

Open and close the front desk, phones and office each day Answer telephones, direct calls and respond to general voicemail Warmly greet visitors, vendors and customers and address any questions Stock and clean all 3 kitchen areas daily Prepare conference rooms for meetings and assist with audiovisual setup as needed Manage the daily distribution of incoming and outgoing mail Ensure workroom mailboxes are updated with current employee information Manage incoming packages, including maintaining package closet Finalize/place the biweekly kitchen supply order while adhering to the budget Perform weekly supply inventory review, finalize/place orders, distribute office supplies Organize and clean the main workroom, pantry, and package closet on a weekly basis Coordinate incoming and outgoing courier deliveries Coordinate outgoing FedEx packages, manage account, and handle invoice coding and uploading for billing Distribute copy paper to all printers/copiers Manage/order toner for all copiers Manage the postage meter, including account oversight and postage purchasing Manage the emergency broadcast employee list Maintain access card and parking tracking spreadsheets Maintain and post employee birthday and anniversary lists on the company intranet Coordinate the distribution of employee anniversary cards Stuff and mail accounting checks Scan utility invoices and tenant 1099s for accounting Serve as the primary point of contact for daily corporate office functions, provide assistance and answer any questions that arise Coordinate and schedule meetings and events throughout the year for the Dallas market, collaborating with a diverse group of employees to ensure successful planning and execution Prepare and review monthly variance reports to monitor budget adherence and identify discrepancies Prepare the annual budget for Dallas administration and monitor expenses to ensure adherence throughout the year

 

Essential Functions:

Ability to consistently apply education, experience and good judgment at a consistently high level of performance, both in quantity and quality. Ability to consistently handle stressful, multiple priorities under rapidly changing circumstances and goals and without all necessary resources. Ability to consistently, frequently and effectively communicate and collaborate with individuals and groups primarily face-to-face, but also by telephone and electronic media. Exceptional ability to adapt, to innovate, and to comply with Granite’s policies and culture, along with all applicable laws and the highest ethical standards. Ability to concentrate for long periods of time, whether alone or working with people in close proximity to you. Ability to consistently attend work and to be punctual at the office. 

 

Role-Based Competencies:  

Drives Results – taking on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm; Consistently achieving results, even under tough circumstances Customer Focus – Building strong customer relationships and delivering customer-centric solutions; Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences Cultivate Innovation – Creating new and better ways for the organization to be successful Situational Adaptability – Operating effectively, even when things are not certain or the way forward is clear; Adapting approach and demeanor in real time to match the shifting demands of different situations Technical Acumen – Understanding the purpose and basic processes of their assigned functional area

 

Qualifications/Requirements:

Prior receptionist experience required. High school Diploma or equivalent Proficient in Microsoft Office suite

 

Physical Requirements:

Ability to independently move throughout the office and continuously perform essential job functions. Ability to lift and/or move up to 25 pounds.

 

Travel Required:

Minimal travel, up to 5%.   

 

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

 

Granite is proud to be an Equal Opportunity Employer. We prohibit discrimination based upon race, religion, color, national origin, marital status, gender (including pregnancy, childbirth, or related medical conditions), genetic information, sexual orientation, gender identity, gender expression, age, military or veteran status, disability, or any other applicable legally protected characteristics. We celebrate diversity and are committed to creating an inclusive environment for all.