Position Summary

The Receptionist serves as the first point of contact for our client providing professional and courteous support to clients, vendors, and employees. This role is crucial in maintaining a positive and efficient office environment, ensuring smooth communication and administrative operations within the logistics setting.

Essential Duties and Responsibilities

• Front Desk Management:
  • Greet and welcome visitors, clients, and vendors in a professional and friendly manner.
  • Answer and direct incoming phone calls, taking accurate messages and providing information as needed.
  • Manage the reception area, ensuring it is clean, organized, and presentable.
  • Receive, sort, and distribute mail, packages, and deliveries. o Maintain visitor logs and security protocols.
• Communication and Coordination:
  • Act as a liaison between internal departments and external parties.
  • Schedule and coordinate appointments and meetings.
  • Provide administrative support to various departments, including data entry, filing, and photocopying.
  • Respond to email inquiries and forward them to the appropriate personnel.
  • Communicate with truck drivers, and other transportation personnel.
• Logistics Support:
  • Assist with tracking shipments and providing updates to clients.
  • Coordinate with dispatchers and drivers to ensure efficient communication flow.
  • Maintain accurate records of incoming and outgoing shipments.
  • Handle basic inquiries related to shipping and delivery schedules.
  • Assist in the creation of shipping labels, and other documentation.
• Administrative Tasks:
  • Maintain office supplies and place orders as needed.
  • Assist with travel arrangements and expense reports.
  • Perform data entry and maintain accurate records.
  • Handle general administrative duties assigned.
• Problem Solving:
  • Address and resolve minor client or driver issues.
  • Escalate complicated issues to the proper department.

Knowledge, Skills, and Abilities

• Bilingual (English and Spanish); Portuguese is a plus.
• Excellent communication and interpersonal skills.
• Strong organizational and time management abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to multitask and prioritize tasks in a fast-paced environment.
• Knowledge of basic logistics terminology and processes is a plus.
• Professional appearance and demeanor.
• Ability to sit or stand for extended periods.
• Ability to lift and carry light packages and office supplies.

Education & Experience

High school diploma or equivalent; associate's degree or higher preferred.