About The Role

The Receptionist is the first point of contact for clients, visitors, vendors, and team members and plays an important role in creating a welcoming, professional, and efficient office environment. This position manages front-desk communications, supports daily office operations, and provides administrative assistance to ensure the office runs smoothly.

Essential Duties and Responsibilities

Client and Visitor Experience

Greet clients, visitors, vendors, and business partners promptly and professionally.
Notify the appropriate team member when a guest arrives and assist visitors while they wait.
Provide every guest with a welcoming, courteous, and positive experience.
Maintain a clean, organized, and professional reception area, waiting area, and conference rooms.
Follow established visitor, building-access, and office security procedures.

Telephone and Email Communications

Answer, screen, and route incoming telephone calls promptly and accurately.
Monitor general company email inboxes and direct messages to the appropriate team members.
Respond to routine questions and provide accurate information in a timely and professional manner.
Take clear and complete messages and ensure they reach the intended recipient.
Assist with resolving routine inquiries and concerns, escalating matters when appropriate.

Scheduling and Meeting Coordination

Manage conference room calendars and resolve scheduling conflicts as needed.
Coordinate appointments, interviews, internal meetings, and other office activities.
Prepare conference rooms before meetings and restore them afterward.
Assist with meeting logistics, including materials, refreshments, technology, and guest accommodations.
Provide calendar and scheduling support as assigned.

Mail, Deliveries, and Office Services

Receive, sort, and distribute incoming mail, packages, and courier deliveries.
Prepare and process outgoing mail, shipments, and special deliveries.
Track time-sensitive or important packages when necessary.
Maintain accurate and organized mailing, shipping, filing, and recordkeeping systems.

Administrative Support

Scan, copy, file, and organize physical and electronic documents.
Assist with document preparation, data entry, correspondence, and general administrative projects.
Maintain accurate records and follow established document-management procedures.
Provide administrative support to team members and departments as assigned.
Handle confidential information with discretion and professionalism.

Office Operations

Monitor inventory and restock office supplies, kitchen supplies, and breakroom necessities.
Keep shared office spaces organized, presentable, and ready for use.
Monitor office equipment and report service or maintenance needs promptly.
Refill printer and copier paper trays and ensure commonly used equipment remains operational.
Communicate supply needs and assist with placing or receiving orders as directed.
Identify routine office needs and take appropriate action without requiring repeated follow-up.
Perform other duties and special projects as assigned.

Qualifications

High school diploma or equivalent required; additional administrative or office-related training is preferred.
Previous experience in a receptionist, customer service, or administrative support role is preferred.
Excellent customer service and interpersonal skills.
Strong verbal and written communication abilities.
Exceptional organizational and time-management skills.
Ability to manage interruptions, multitask, and prioritize responsibilities in a fast-paced environment.
Strong attention to detail, accuracy, and follow-through.
Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and Teams.
Ability to learn and use office equipment, telephone systems, and other technology platforms.
Ability to work independently, use sound judgment, and take initiative.
Consistent dependability, punctuality, and professional presentation.
Ability to maintain confidentiality and handle sensitive information appropriately.