The Receptionist serves as the first point of contact for visitors, clients, and employees. This role is responsible for providing excellent customer service, managing front-desk operations, handling incoming calls, and performing various administrative duties to support daily office operations. Greet and welcome visitors in a detail oriented and friendly manner. Answer, screen, and forward phone calls; take and relay messages accurately. Manage the reception area, ensuring it is clean, organized, and presentable at all times. Handle incoming and outgoing mail, deliveries, and courier services. Maintain visitor logs and ensure security protocols are followed. Schedule and coordinate appointments, meetings, and conference rooms. Assist with administrative tasks such as data entry, filing, and maintaining office supplies. Support HR or administrative departments with onboarding, documentation, or event coordination. Handle inquiries from clients, staff, and the public efficiently and courteously. Perform other related duties as assigned by management.
Position summary <br> The Office Services Associate is responsible for adding value in providing daily back office services for our client and teams. Services include but are not limited to reprographics copy and mail services in both physical and digital environments with support for services in hospitality facilities audio/visual reception and other Williams Lea service lines as needed. <br> <br> Job qualifications <br> - High school diploma or equivalent. <br> - Minimum 1 year office services experience preferably in a legal banking or large corporate environment. <br> - Skilled in the use of mail phone email digital reprographics and mail equipment. <br> - Familiar with general back office procedures to meet and maintain client satisfaction. <br> - Proven customer service skills are required in order to create maintain and enhance customer relationships. <br> - Good written and verbal communication skills including detail oriented telephone and email etiquette. <br> - Attention to detail with good organizational skills. <br> - Must be able to meet deadlines and complete all projects in a timely manner. <br> - Ability to handle sensitive and/or confidential documents and information. <br> - Able to make independent decisions that conform to business needs and policy. <br> - Good problem-solving skills with the ability and understanding of when to escalate a problem to a supervisory level. <br> - Must work well in a team environment. <br> - Must be able to interact effectively with multi-functional and diverse backgrounds. <br> - Ability to work in a fast-paced environment. <br> - Must be self-motivated with positive can-do attitude. <br> <br> Supervision <br> - Number and titles of direct reports if any: n/a <br> - Received: Lead Office Services Associate Supervisor Manager Director <br> <br> Job relationships <br> - Internal: This position works closely with the Office Services team <br> - External: Clients <br> <br> Job duties <br> * denotes an essential function <br> - *Utilize appropriate logs for all office services work. <br> - *Ensure that job tickets are properly filled out before beginning work. <br> - *Perform work in office services primarily reprographics mail and intake functions according to established procedures. <br> - *Follow procedures to run jobs in proper order. <br> - *Communicate with supervisor or client on job or deadline issues. <br> - *Meet contracted deadlines for accepting completing and delivering all work. <br> - *Troubleshoot basic equipment problems. <br> - Be able to lift up to 50 lbs. on a regular basis. <br> - Prioritize workflow. <br> - Performs Quality Assurance on own and work of others. <br> - Load machines with various paper toner supplies. <br> - Answer telephone emails and place service calls when needed. <br> - Interact with clients in person over the phone or electronically. <br> - Adhere to Williams Lea policies in addition to client site policies. <br> - Use equipment and supplies in a cost-efficient manner. <br> <br> Working conditions <br> - Position operates at sites with maximum of 24/7 operations. Individual shift requirements wil...
<p>We are looking for an Administrative Assistant to join our team on a contract basis in Austin, Texas. In this role, you will provide critical support to ensure smooth daily operations. This is an excellent opportunity to contribute to a dynamic organization dedicated to empowering franchisees and delivering exceptional customer service.</p><p><br></p><p>Responsibilities:</p><p>• Perform data entry, generate reports, and maintain organized filing systems.</p><p>• Assist with processing sales and operations paperwork to support team activities.</p><p>• Provide administrative assistance to both the Sales and Operations teams.</p><p>• Answer and direct incoming phone calls while offering excellent customer service.</p><p>• Welcome and assist franchisees and guests visiting the office.</p><p>• Support presentations for prospective franchisees and ensure a thorough and attentive experience.</p><p>• Request and track necessary franchisee documentation, such as insurance and licenses.</p><p>• Handle general administrative tasks as needed to maintain office efficiency.</p>
We are looking for a dedicated Office Services Associate to join our team in Austin, Texas. In this role, you will provide essential back-office support to ensure smooth daily operations, including reprographics, mail services, and digital processes. This is a long-term contract position offering the opportunity to work in a fast-paced and detail-oriented environment.<br><br>Responsibilities:<br>• Manage a variety of office services tasks, including reprographics, mail handling, and intake processes, while adhering to established procedures.<br>• Ensure all job tickets are completed accurately before beginning assignments to maintain quality and efficiency.<br>• Operate and maintain office equipment, troubleshooting basic issues and ensuring proper supplies such as paper and toner are stocked.<br>• Prioritize and organize workflow to meet deadlines and contractual obligations for job completion and delivery.<br>• Perform quality assurance checks on completed work to ensure accuracy and compliance with standards.<br>• Communicate effectively with supervisors and clients to address issues and clarify project requirements.<br>• Follow company and client policies while ensuring cost-efficient usage of equipment and supplies.<br>• Assist with hospitality and reception duties as needed to support broader office services.<br>• Regularly lift and transport items weighing up to 50 lbs. as part of daily operations.<br>• Maintain accurate logs and documentation for all tasks to ensure transparency and accountability.
We are looking for an organized and meticulous Project Assistant to join our team on a contract basis in Austin, Texas. This role involves supporting event registration and attendee management during a convention, where efficiency and computer proficiency are key. The position is ideal for individuals with strong multitasking abilities and a knack for working in fast-paced environments.<br><br>Responsibilities:<br>• Assist with attendee registration and badge issuance at the event's front desk.<br>• Utilize computer systems efficiently to look up and register attendees.<br>• Provide excellent customer service to event participants during check-in.<br>• Ensure accurate and timely data entry while managing attendee information.<br>• Participate in training sessions to familiarize yourself with event procedures.<br>• Collaborate with teammates to maintain smooth operations at the registration counter.<br>• Address attendee inquiries and resolve any issues promptly.<br>• Support the setup and organization of registration materials.<br>• Follow established protocols to ensure a seamless registration process.<br>• Maintain a focused demeanor and uphold the event's standards.
We are looking for a meticulous and organized Billing Specialist to join our team in Austin, Texas. In this role, you will oversee various billing functions, ensuring invoices are processed accurately and customer accounts are up-to-date. This position requires strong attention to detail, excellent communication skills, and proficiency in managing financial transactions and records.<br><br>Responsibilities:<br>• Input and update customer information, including rate changes, in the system.<br>• Prepare and distribute invoices on a weekly, semi-monthly, and monthly basis.<br>• Contact customers with courtesy reminders regarding overdue payments.<br>• Monitor and track deadlines for rate adjustments and changes.<br>• Maintain and manage customer contracts efficiently.<br>• Investigate and resolve disputes related to credit card chargebacks.<br>• Process manual credit card transactions promptly and accurately.<br>• Generate journal entries for invoices and ensure proper posting.<br>• Review and finalize daily journal entries to maintain accurate records.<br>• Support the front desk with reservation corrections and other administrative tasks as needed.
