West Palm Beach Office Receptionist

• Location: West Palm Beach, FL. Onsite - 5 days a week on site
• Segment: U.S.A
• Direct Report To: Executive Administrator

As the West Palm Beach Office Receptionist, you will serve as the first point of contact for visitors, clients, and employees at the WPB office while attending to the day-to-day needs that keep the office running smoothly. Sitting onsite five days a week, this role blends front-desk reception with office management responsibilities, requiring strong organizational skills, discretion, and professionalism, along with a proactive, service-oriented approach to supporting employees and guests.
Front Desk & Visitor Management:
o Serve as the first point of contact at the WPB office, greeting visitors, clients, and employees with a professional, welcoming demeanor.
o Manage the visitor sign-in and badge process, issue temporary access as needed, and notify employees promptly when their guests arrive.
Communication:
o Serve as the primary point of contact for internal and external communications directed to the WPB office.
o Screen and prioritize incoming mail and other correspondence, responding or redirecting as appropriate.
Mail & Deliveries:
o Receive, sort, and distribute incoming mail and packages, and coordinate outgoing mail and courier services.
Meeting & Event Support:
o Prepare meeting rooms and arrange logistics for meetings, including room bookings, technology setup, and catering when necessary.
o Plan and execute office events, gatherings, coordinating logistics such as catering, venue setup, and attendee management.
Administrative & Office Support:
o Order and track office supplies and pantry inventory, reordering before stock runs low.
o Code and route office-related invoices and expenses to the appropriate finance contact for processing.
o Maintain accurate records of office supplies, equipment, and service contracts.
o Provide guidance to employees on office procedures and policies, recommending cost-saving opportunities where appropriate.
o Assist with special projects and initiatives as assigned, exercising discretion and confidentiality as necessary.
o Monitor the office space for cleanliness, organization, and safety, escalating any maintenance or facility issues promptly.
Facilities Upkeep:
o Coordinate with building management and maintenance vendors to resolve facility issues in a timely manner.
o Monitor and restock shared spaces (kitchen, supply closets, conference rooms) so the office is always guest-ready.
Office Management:
o Office Operations: Manage day-to-day office operations, including facilities management, supplies inventory, and equipment maintenance.
o Vendor Management: Liaise with office vendors and service providers, negotiate contracts, and oversee the delivery of services.
o Budget Management: Assist in developing and managing the office budget, tracking expenses, and identifying cost-saving opportunities.
o Office Logistics: Coordinate broader office logistics, such as facility access control, badge systems, and space planning.
Must-Have

• High school diploma or equivalent required
• Proven experience as a receptionist, office coordinator, or in a similar front-desk/office administration role.
• Strong organizational skills with the ability to multitask and prioritize competing demands effectively.
• Excellent written and verbal communication skills, with a keen eye for detail and accuracy.
• Discretion and professionalism in handling confidential information and sensitive matters.
• Ability to work independently with minimal supervision and demonstrate initiative.
• Flexibility to adapt to changing priorities and work under pressure in a fast-paced environment.
• Strong interpersonal skills with the ability to interact professionally at all levels of the organization.

Nice-to-Have

• Associate's or Bachelor's degree a plus.