Office Assistant

Department: Administrative

Employment Type: Full Time

Location: Houston, TX

Compensation: $17.00 - $22.00 / hour

Description

Who We AreCotton Holdings, Inc. is a global leader providing comprehensive solutions for property restoration, recovery, construction, and more. Whether we’re responding to natural disasters or managing large-scale development projects, our innovative team combines world-class talent with a vast inventory of company-owned assets to achieve exceptional results. Ready to be part of our dynamic, mission-driven team? Let’s get started!

What You’ll Do

As an Office Assistant and Receptionist their function is to help maintain smooth office operations. The Office Assistant provides essential administrative support by handling tasks such Grocery/ Office Supply inventory management, and meeting requirements/scheduling. The Receptionist aspect of this role is responsible for managing front-desk operations, greeting visitors, answering phone calls, and handling mail and packages. This role works closely with the Front Desk Assistant, Executive Assistants, as well as Office Manager.  In Depth Office Assistant Duties:

• Customer Service: Provide basic customer service, assisting with inquiries and helping resolve simple issues.
• Scheduling: Assist in scheduling meetings, appointments, and managing calendars for office staff or executives.
• Inventory Management: Maintain inventory records, ensuring stock levels are adequate.
• Communication: Answer phone calls, respond to emails, and direct messages to the appropriate department or individual.
• Phone Handling: Answer incoming calls, screen and forward them to the correct department or person.
• Office Maintenance: Keep office spaces tidy and ensure necessary equipment is in good working order.
• Meeting Coordination: Help coordinate office meetings, including setting up rooms, and preparing materials. 

In Depth Receptionist Duties:

• Guest Reception: Greet visitors, clients, and employees in a warm, professional manner, ensuring a positive first impression of the company.
• Security Protocols: Monitor the entrance for security, ensuring only authorized individuals enter the main Office areas and following company security procedures.
• Mail and Packages: Receive and distribute incoming mail and packages; prepare outgoing mail for delivery.
• Office Administration: Support the office staff with administrative tasks such as printing, photocopying, and scanning documents.
• Support with Office Events: Help coordinate and organize office events or meetings, including room preparation, refreshments, and supplies.

A.M. Responsibilities 

• Office Setup: Ensure the reception area and meeting rooms are tidy and prepared for any appointments or meetings scheduled for the day.
• Meeting Confirmation: Confirm scheduled appointments, meetings, and reservations for the day, making sure all details are accurate.
• Document Preparation: Prepare any necessary documentation and Tier requirements for meetings and appointments.
• Phone Handling: Monday – Friday 8:00AM – 5:00PM Phones will be transferred over to the queue. Answer incoming phone calls promptly, redirecting them to the appropriate departments or taking messages.
• Mail Handling: Sort and distribute incoming mail and packages, ensuring all deliveries are directed to the correct departments or individuals.
• Email Management: Check and respond to morning emails or inquiries, forwarding any urgent matters to the relevant departments.
• Supply Management: Check that necessary office supplies (such as stationery, forms, and promotional materials) are stocked and ready for the day.

 P.M. Responsibilities 

• Preparation for Next Day: Prepare the front desk and office space for the following day, ensuring supplies are stocked and the workspace is tidy.
• Mail and Packages: Collect outgoing mail, packages, and deliveries, ensuring they are properly sorted and ready for the next day’s pickup or shipment.
• Clear Desk of Personal Items: Tidy your desk and workspace, making sure no personal items are left behind and the space is ready for the next morning.
• Office Security Check: Ensure the office is