Bilingual Visitor and Lobby Administration Specialist at Trellis Company in Round Rock, Texas

Job Description:

Who you are:
You are one who can provide professional support for callers and visitors to Trellis' corporate headquarters. You are the first point of contact with visitors and the public and reinforces the Trellis brand promises and culture through professional greeting, screening, and connecting building visitors and callers to appropriate staff. You can provide support to building entrants as necessary. You can monitor the employee/visitor management system for accuracy. You can determine the correct level of building access to visitors according to Trellis' visitor access policies and procedures. Provide timely administrative support to Marketing and other functional areas.

Who we are:

Trellis Company is a nonprofit 501(c)3 corporation with the dual mission of helping student borrowers repay their education loans and promoting access in higher education. Our strong philanthropic heritage of giving through grants to colleges, universities, and research groups remains focused on improving student outcomes, especially to underserved students, families, and institutions.

As we move into the future, we're drawing on our history, branching into new sectors beyond student loans, and delivering the same level of exceptional care and service that our customers have come to depend on. We remain invested in the success of students and higher education institutions. This combination of stability and vision creates a unique intersection: a startup environment at a company that also has a stable foundation, resulting in an opportunity for the right candidate to help shape our company's future. This is an exciting time to join the Trellis team!

Location:

The position is located at the Corporate Office in Round Rock, Texas.

Essential Duties and Responsibilities:

The position incumbent is expected to perform the following essential duties and responsibilities of the position with reasonable accommodation.

• Answer incoming calls and route correctly according to established policies and procedures.


• Ensure visitors are greeted and screened promptly.


• Monitor employee/visitor management system and support building entrants as necessary.


• Problem-solve building entry and access issues, working with others as appropriate and within guidelines.


• Assign correct visitor building access.


• Ensure the accurate return of access badges and lanyards each day.


• Arrange for authorized fill-in staff for breaks and other time away from the lobby desk.


• Produce regular and ad hoc reports.


• Maintain ongoing communication with management to identify challenges and remedies.


• Supports requests within the Marketing department and other areas as approved by the VP of Marketing.


• Works collaboratively across the organization.


• Follow established approval procedures and processes.

Non-Essential Duties and Responsibilities:

• Assist with special projects as assigned.


• Perform ad hoc administrative and clerical support tasks.


• All other duties and responsibilities as assigned.

Knowledge, Skills, and Abilities:

• Strong in-person and telephone customer service skills.


• Strong competency with Microsoft Office products.


• Experience producing and updating reports using various software and systems including Excel, MS Word, Adobe Acrobat, and iLobby.


• Demonstrated proficiency in speaking/reading English and Spanish.


• Proficiency in learning and mastering new software programs.


• Ability to successfully interact with a variety of roles and decision-making levels within the company while reinforcing company policies and procedures.


• Ability to perform work on multiple projects simultaneously, operating as part of a team or individually as appropriate.


• Strong critical thinking skills; instinctive ability to decipher requests and distill into clear tasks.


• Strong attention to detail.


• Exceptional coordination and follow-thru skills; demonstrated ability to consistently meet deadlines and performance objectives.


• Strong sense of urgency blended with high quality standards, knowledge of high-performance work culture strategies and practices beneficial.


• Demonstrates a high-performance culture mindset and behavior.


• Positive attitude and professional demeanor.

Qualifications:

Education

Required:

• High School diploma or equivalent.

Preferred:

• Some college strongly preferred.

Experience

Required:

• Three or more years of experience in a receptionist/lobby administration role.


• Demonstrated ability to engage in bilingual (Spanish) calls and conversations.


• Experience applying visitor policies in an access-controlled (government contractor) facility strongly preferred.

Preferred:

• Administrator experience with iLobby


• Experience working in a high-performance culture.

Physical and Mental Demands:

• Occasionally must move about when working inside the office.


• Repetitive motion. Regularly operates a computer, phone, and general office equipment.


• Regularly uses hands/fingers to handle, feel, or grasp; reaches or extends arm(s) in any direction.


• Hearing and speaking. Regularly talks with other employees and on the phone, virtually, or in person with clients. Regularly uses hearing to listen and respond to internal and external contacts.


• Visual acuity. Regularly must have close visual acuity to view and enter information into computer and software systems, analyze data, develop presentations and reports, and other materials.


• Mental focus. Requires worker to maintain focus and exchange detailed and accurate information through oral and written communication

Work Environment:

• Work is in an on-site office (no telework option), in an open and busy building entrance/work environment.


• Work environment is climate controlled with no substantial exposure to adverse environmental conditions.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, gender identity or sexual orientation. We are also an equal opportunity employer of individuals with disabilities and protected veterans.

Please view Equal Employment Opportunity Posters provided by OFCCP.

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