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Receptionist

Overview:

Who is OHLA USA?

We are a company who believes in building a better, safer, more sustainable world for generations to come. We are committed to making a difference within our communities, who depend on the safety and reliability of the structures we build and is possible with our main asset, our people!

OHLA USA brings together the construction industry's most diverse talent who thrive in a collaborative work environment and appreciate challenges and opportunities.

OHLA USA is seeking a Front Desk Receptionist in our Miami, Florida, office. This is a full-time onsite position that requires an 8:00 am to 5:00 pm schedule.

The Front Desk Receptionist serves as the front-line support for the organization, ensuring efficient operation of the office environment. This role encompasses a variety of duties, including administrative tasks, managing incoming communications, and maintaining office supplies and facilities. The Receptionist plays a pivotal role in providing a welcoming atmosphere for guests and supporting various departments through clerical assistance.

Responsibilities:

Front Desk Coverage and Visitor Management

Provide continuous front desk coverage during business hours (8:00 AM – 5:00 PM).
Greet and assist visitors, vendors, and employees.
Answer and route incoming phone calls in a professional and efficient manner.
Maintain office security by screening calls and visitors.

Office Maintenance and Preparation

Conduct daily checks of kitchen and common areas.
Prepare coffee and arrange conference rooms for meetings.

Maintain cleanliness and organization of front desk area.
Ensure copier is stocked with paper and operational.

Mail and Correspondence Management

Review, sort, and distribute incoming mail and packages.
Coordinate courier services and prepare outgoing shipments.
Scan and distribute correspondence to appropriate departments.

Office Supplies and Inventory

Organize and maintain office supply storage.
Stock and replenish kitchen and office supplies.
Lift and transport supplies and packages as needed.

Administrative Support

Assist Accounts Payable by reviewing, stamping, and scanning invoices.
Provide clerical support to various departments as needed.
Coordinate lunch and catering for meetings.

The above duties require consistent, in-person presence during standard business hours and cannot be permanently reassigned without fundamentally altering the structure of the position

Qualifications:

POSITION REQUIREMENTS:

Strong organizational and multitasking skills.
Excellent communication and interpersonal abilities.
Proficiency in office technology and software for email, scanning, and document management.
Ability to work independently and collaboratively.
High school diploma or equivalent.

PHYSICAL DEMANDS:

Ability to sit for prolonged periods while performing desk-based tasks.
Ability to stand and move around the office as needed for tasks such as greeting guests, preparing meeting rooms, and managing mail and supplies.
Sufficient manual dexterity to operate office equipment and files.
Ability to lift and carry office supplies and packages weighing up to 15 pounds. This may include paper for the copier, coffee supplies, and occasionally heavier packages or items for events and meetings.
Adequate visual and hearing ability for communication.

Occasional reaching, bending, and twisting.

ESSENTIAL ATTENDANCE REQUIREMENT: Regular and reliable full-time attendance of 40 hours per week is an essential function of this role. Continuous in-person presence during standard business hours is required to maintain operational coverage and fulfill the responsibilities of the position.

OHLA ADA Message: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee will require the ability to freely access all points of a construction site in wide-ranging climates and environments. The employee is occasionally exposed to fumes or airborne particles; toxic or caustic chemicals; Employee is frequently exposed to outside weather conditions. The noise level in the work environment is usually loud noise.

OHLA EEO Message: OHLA USA and its affiliates are an equal opportunity employer, and all qualified applicants are considered for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, gender identity, veteran status, disability, or any other protected class.

OHLA USA and its subsidiaries (“OHLA”) shall not accept unsolicited resumes from any source other than directly from a candidate. Any unsolicited resumes sent to OHLA or an employee of OHLA, by mail, electronically, or otherwise will be considered OHLA property. OHLA will not pay a fee for any placement resulting from the receipt of an unsolicited resume. OHLA will consider any candidate for whom an Agency has submitted an unsolicited resume to have been referred to by the Agency free of any charges or fees. OHLA Human Resources is the only authorized representative of OHLA to execute any agreements with search firms or staffing agencies. As a condition for payment, a Vendor shall have OHLA USA Inc.’s Personnel Agreement and a Job Order signed by an authorized OHLA HR representative. Verbal or written communications from any employee of OHLA and its subsidiaries shall not be considered binding obligations. All resumes, whether unsolicited or solicited, shall be the property of OHLA.

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