Front Desk Specialist (P012)
Tarrant Regional Water District, Fort Worth, TX, United States
Front Office Specialist
Salary: $20.78/hour - $31.16/hour
The Front Office Specialist is a high-visibility, client-facing administrative professional responsible for ensuring exceptional service at our Administration lobby. This role represents the organization's values, professionalism, and operational excellence from the moment any visitor, vendor, or employee enters the space. This position must be energetic, enthusiastic, personable, and have a professional and polished appearance and demeanor. Secondary functions may include duties including, but not limited to, conducting detailed research, providing project and event support. This position will also support the Executive Team by submitting staff reimbursements, AP paperwork, serving as procurement card, travel and meeting coordinator.
Essential Functions and Responsibilities:
Providing personalized and welcoming customer service for any visitor, vendor, or employee entering the TRWD Administrative Building lobby. This includes but is not limited to, research to appropriately personalize greetings and conversations, assisting and directing guests, ensuring that their visit to TRWD is pleasant, professional and engaging.
Demonstrate exemplary customer service and professionalism at all times
Demonstrate initiative and resourcefulness by quickly understanding expectations, anticipating needs, and independently managing the details of tasks. Reliable in taking assignments and moving them forward without constant guidance, while still keeping stakeholders informed.
Possess a high level of professionalism in actions and appearance
Secondary Functions and Responsibilities:
Provide support of the Executive Team, which may include but is not limited to: travel coordination (obtain approvals, flight, hotel, car rental, conference registration, per diem and expense reimbursement for select staff), procurement card coordination, (track and reconcile receipts, enter data in Workday) accounts payable and reimbursements; various coordination and administrative support as needed
Assist with the meeting scheduling and coordinating of the Executive Team
Cross train select Administrative Services staff to provide professional front desk services
Meeting and event coordination including planning and implementation
Ability to problem solve and identify opportunities for innovative solutions
Coordinate assigned special projects which may be on-going or short-term
Assist and support budget entry and reporting as assigned
Provide backup support to Administrative Services team as assigned: including, but not limited to, answering phones, courier services and meeting/catering setups
Maintain familiarity with strategic District levels of service
Continuous improvement monitoring and innovation efforts
Perform other duties as required
Required Experience:
Must have welcoming, professional demeanor and appearance
Two to four years of administrative professional experience
Proficiency in MS Office products such as Word, Excel, and other database applications
Excellent communication skills including phone and email etiquette
Must be flexible, personal, positive and cooperative
Solid work ethic, attention to detail, initiative and resourcefulness
Must be able to prioritize duties
Desired Experience:
Six or more years of administrative professional (hospitality or executive) experience
Advanced Excel experience
SharePoint experience
Budgeting reporting experience
Required Education/Certification/License:
Bachelor's Degree OR High School Diploma/GED plus 4 years of professional or similar experience
Valid Texas driver's license
Desired Education/Certification/License:
Bachelor's or Associate's degree from an accredited university in related field
Success Factors/Job Competencies:
Dependability
reliable in attendance, punctuality and trustworthy in word and action
Detail oriented
conscious effort to focus on impactful specifics
Organization
plans, implements and follows up on multiple projects and reports
Initiative
identifies problems, recommends solutions and implements new processes
Time Management
prioritizes tasks as needed to complete on time
Comprehension
understands information verbally and in written form
Writing
compose e-mails, letters, etc. using correct spelling and grammar
Communication
uses verbal and written tools effectively
Support
maintains a strong customer service ethic in all interactions
Physical Demands and Work Environment
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical demands: While performing duties of job, employee is occasionally required to stand, walk, sit, and use hand to finger, handle, or feel objects, tools, or controls, reach with hands and arms, balance, stoop, talk or hear. Employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Work environment: While performing the duties of this job, the employee typically resides within an office or cubicle and may have occasional field work that will expose the employee to weather conditions prevalent at the time.
Salary: $20.78/hour - $31.16/hour
The Front Office Specialist is a high-visibility, client-facing administrative professional responsible for ensuring exceptional service at our Administration lobby. This role represents the organization's values, professionalism, and operational excellence from the moment any visitor, vendor, or employee enters the space. This position must be energetic, enthusiastic, personable, and have a professional and polished appearance and demeanor. Secondary functions may include duties including, but not limited to, conducting detailed research, providing project and event support. This position will also support the Executive Team by submitting staff reimbursements, AP paperwork, serving as procurement card, travel and meeting coordinator.
Essential Functions and Responsibilities:
Providing personalized and welcoming customer service for any visitor, vendor, or employee entering the TRWD Administrative Building lobby. This includes but is not limited to, research to appropriately personalize greetings and conversations, assisting and directing guests, ensuring that their visit to TRWD is pleasant, professional and engaging.
Demonstrate exemplary customer service and professionalism at all times
Demonstrate initiative and resourcefulness by quickly understanding expectations, anticipating needs, and independently managing the details of tasks. Reliable in taking assignments and moving them forward without constant guidance, while still keeping stakeholders informed.
Possess a high level of professionalism in actions and appearance
Secondary Functions and Responsibilities:
Provide support of the Executive Team, which may include but is not limited to: travel coordination (obtain approvals, flight, hotel, car rental, conference registration, per diem and expense reimbursement for select staff), procurement card coordination, (track and reconcile receipts, enter data in Workday) accounts payable and reimbursements; various coordination and administrative support as needed
Assist with the meeting scheduling and coordinating of the Executive Team
Cross train select Administrative Services staff to provide professional front desk services
Meeting and event coordination including planning and implementation
Ability to problem solve and identify opportunities for innovative solutions
Coordinate assigned special projects which may be on-going or short-term
Assist and support budget entry and reporting as assigned
Provide backup support to Administrative Services team as assigned: including, but not limited to, answering phones, courier services and meeting/catering setups
Maintain familiarity with strategic District levels of service
Continuous improvement monitoring and innovation efforts
Perform other duties as required
Required Experience:
Must have welcoming, professional demeanor and appearance
Two to four years of administrative professional experience
Proficiency in MS Office products such as Word, Excel, and other database applications
Excellent communication skills including phone and email etiquette
Must be flexible, personal, positive and cooperative
Solid work ethic, attention to detail, initiative and resourcefulness
Must be able to prioritize duties
Desired Experience:
Six or more years of administrative professional (hospitality or executive) experience
Advanced Excel experience
SharePoint experience
Budgeting reporting experience
Required Education/Certification/License:
Bachelor's Degree OR High School Diploma/GED plus 4 years of professional or similar experience
Valid Texas driver's license
Desired Education/Certification/License:
Bachelor's or Associate's degree from an accredited university in related field
Success Factors/Job Competencies:
Dependability
reliable in attendance, punctuality and trustworthy in word and action
Detail oriented
conscious effort to focus on impactful specifics
Organization
plans, implements and follows up on multiple projects and reports
Initiative
identifies problems, recommends solutions and implements new processes
Time Management
prioritizes tasks as needed to complete on time
Comprehension
understands information verbally and in written form
Writing
compose e-mails, letters, etc. using correct spelling and grammar
Communication
uses verbal and written tools effectively
Support
maintains a strong customer service ethic in all interactions
Physical Demands and Work Environment
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical demands: While performing duties of job, employee is occasionally required to stand, walk, sit, and use hand to finger, handle, or feel objects, tools, or controls, reach with hands and arms, balance, stoop, talk or hear. Employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Work environment: While performing the duties of this job, the employee typically resides within an office or cubicle and may have occasional field work that will expose the employee to weather conditions prevalent at the time.