YPO

  • Receptionist & Human Resources Assistant

    Job Locations US-TX-Irving
    Posted Date 1 month ago(3/19/2018 6:04 PM)
    Job ID
    2018-1437
    # of Openings
    1
  • Overview

    This person will be the voice and face of YPO to callers, team members, members and guests. Responsible for creating a warm and welcoming experience for each caller and visitor to the office suite. The position provides front desk coordination including answering YPO main phone line, answering general questions and greeting/ announcing guests. Additionally, this position provides administrative support to the CHRO and the rest of the Human Resources department.

    Responsibilities

    • Professionally answer incoming calls and route them to appropriately.
    • Monitor reception area, greet and provide guests with appropriate identification according to internal security requirements. Assist guests with taxi or shuttle services.
    • Validate parking for guests and keep records for monthly submission to Finance.
    • Update management team phone lists and organizational charts with changes in management team including new hires, separations and other ongoing changes.
    • Maintain all management team member information in Salesforce and Exchange.
    • Lead, manage and train the participants in the reception relief pool including temporary services support.
    • Assist team members with conference room set-up, courier and catering deliveries. Ensure conference rooms are stocked and maintained.
    • Manage the service award program which includes working with Marcom for postings on SharePoint, sending out gifts and notes of recognition on a monthly basis.
    • Manage the CHRO’s calendar, coordinate meetings and communications on their behalf and special projects as assigned, including presentation documents.
    • Coordinate and book travel (both domestic and global).
    • Manage expense report reconciliation and submissions along with process invoices and business card orders.
    • Manage non-exempt timecards and hour reconciliations on a weekly basis for Payroll.
    • Assist HR Facilities team with various administrative tasks as well as maintaining supply inventory, replenishing when needed.
    • Manage projects and special assignments as assigned.
    • Timely and regular attendance is critical.

     

    Qualifications

    SKILLS
    • Excellent interpersonal skills and ability to build relationships with all levels, including high profile chief executive officers.
    • Strong administrative skills and professional demeanor.
    • Excellent verbal and written communication skills.
    • Proven organizational, planning and prioritizing skills.
    • Commitment to quality work, customer service and a "can do" attitude.
    • Resourceful and able to work independently with good judgment, initiative and common sense.
    • Ability to be proactive in achieving desired outcomes.
    • Ability to multitask and work within an environment of frequently changing priorities and as an integral part of a team.
    • Ability to work flexible and or extended hours as needed.


    EXPERIENCE/BACKGROUND
    • Minimum of 3 - 5 years strong executive administrative skills.


    EDUCATION/TRAINING/CERTIFICATION
    • 4-year college degree or equivalent experience preferred.
    • Proficient in Microsoft Office Skills, including Outlook, intermediate level Excel skills and advanced Power Point skills.
    • Database usage and data management.
    • Sensitivity to a multi-cultural environment.


    PHYSICAL REQUIREMENTS
    • Sitting/standing at a desk
    • Typing/working on a computer
    • Answering the phones
    • Lifting and moving - Assistance with catering, group meals, deliveries and luggage for travelers.

    EEOC

    YPO is an Equal Opportunity Employer. YPO takes pride in supporting a diverse workforce and demonstrates this through its policies and practices. YPO does not discriminate in recruiting, hiring, training, promotion or other employment practices for reasons of race, color, religion, gender, national origin, age, sexual orientation, marital or veteran status, disability or any other legally protected status.

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