T. D. Williamson, Inc.

  • Administrative Assistant

    Posted Date 3 weeks ago(2018-04-05 4:02 PM)
    City
    Houston
    Position ID
    Position-16693
    State/Province
    Texas
    Country
    United States
  • Overview

    Engage with visitors, employees, customers and guests in a professional, timely and courteous manner in a variety of methods including phone, email and in person while providing clerical support for the human resources team and Houston office.

    Responsibilities

    Phone call management (35%)

    • Answers incoming phone calls in the most appropriate way, screens telephone calls, finds out the nature of the enquiry, takes messages, redirects calls as appropriate, assesses the importance and priority of calls and takes appropriate action,
    • Operates telephone switchboard to connect, hold, transfer and disconnect telephone calls,
    • Provides information to assist clients or refers them to appropriate contacts in or outside TDW,
    • Ensures requests are properly tracked and receive prompt follow-up,
    • Collects, opens and distributes incoming mail (mail box, post, express mail and fax),
    • Organizes outgoing mail and postage;

    Visitor/Vendor/ Employee Coordination (25%)

    • Greets visitors in a highly professional manner, manages the visitors’ book, prepares badges and serves coffee or tea to guests, and ensures that the lobby is tidy,
    • Welcomes new hires and contractors and creates badges
    • Maintains badges and access for Houston sites, assists with badge making for other site as required.
    • Notifies employees of visitors;
    • Coordinates repeat vendor needs of badge creation

    Administrative support (40%)

    • Serves as eVerify Administrator for Company
    • Provides support to the HR department as required by the Manager, including invoice coding, ordering of flowers for bereavement/births/retirements, post announcements as needed on Infoworld, orders office supplies
    • Facilitates feedback to facility vendors as needed
    • Coordinates company AMEX accounts for employees within the Western Hemisphere
    • Manages AP vendor invoices with Operations and Facilities Managers
    • Responsible for all supply management, including supply room maintenance
    • Works closely with Houston HR manager to assist in non-confidential HR matters as needed

    Qualifications

    • Associate's degree required, Bachelor's preferred,
    • Minimum of 2 years of relevant experience,
    • Good interpersonal skills (calm, courteous, professional and helpful), good organization skills, accuracy, flexibility, multi tasking and a good sense of initiative, respect for confidentiality and discretion,
    • Positive customer service attitude and good verbal communication skills to actively listen, deal with problems and provide information clearly,
    • Proficient with MS Office Suite; Intermediate or stronger Excel skills strongly preferred
    • Fluent in English; fluent in Spanish would be a plus.

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