Office Manager/Receptionist

Contract Office Manager / Receptionist

We are seeking an exceptionally organized, proactive, and dynamic professional to join our team as a Contract Office Manager / Receptionist. This pivotal role serves as both the operational backbone of our corporate facility and the primary ambassador of our brand. As the first point of contact for clients, candidates, and executive partners, you will set the tone for our workplace culture while orchestrating seamless day-to-day administrative operations.

The ideal candidate is an experienced practitioner proficient in all facets of the Office Manager discipline. You must possess the agility to transition effortlessly between high-touch front-desk concierge duties and complex administrative management, including vendor relations, space planning, procurement, and executive calendar support. This is a high-visibility contract role suited for an independent self-starter who thrives in a fast-paced, professional corporate environment.

Key Responsibilities & Essential Functions

1. Front Desk & Reception Operations

• Act as the primary host, greeting and checking in all visitors, clients, vendors, and interview candidates with a polished, welcoming, and professional demeanor.
• Maintain security compliance by administering guest sign-in protocols, issuing building access badges, and coordinating with facility security personnel.
• Manage a multi-line telephone switchboard, directing incoming calls efficiently, screening inquiries, and taking accurate, timely messages.
• Receive, sort, log, and distribute all daily incoming mail, courier packages (FedEx, UPS, DHL), and sensitive corporate deliveries.
• Coordinate all outgoing domestic and international shipments, including customs documentation and courier logistics.

2. Office Management & Workplace Administration

• Oversee the physical workplace to ensure common areas, conference rooms, kitchenettes, print stations, and reception areas remain pristine, organized, and fully stocked.
• Manage complete office inventory, proactively tracking and ordering stationery, IT peripherals, kitchen consumables, and cleaning supplies while adhering to budgetary guidelines.
• Serve as the primary liaison to building management and commercial landlords regarding HVAC, lighting, janitorial services, structural maintenance, and workplace safety protocols.
• Manage third-party vendor contracts and relationships, including coffee/beverage services, plant maintenance, document shredding, and office equipment leasing.
• Supervise maintenance and service requests for office infrastructure, including printers, copiers, audio/visual hardware, and breakroom appliances.

3. Executive & Administrative Support

• Provide calendar management and logistical coordination for shared conference spaces, executive boardrooms, and training suites.
• Coordinate on-site and hybrid corporate meetings, managing AV equipment setup, video conference links (Zoom, Teams, WebEx), and technical troubleshooting.
• Organize corporate catering for internal lunches, client presentations, board meetings, and company-wide social gatherings.
• Assist Human Resources with onboarding workflows for new hires, including desk allocation, workstation preparation, badge generation, and welcome packet distribution.
• Generate purchase orders, reconcile corporate credit card statements, code vendor invoices, and collaborate with Accounts Payable for timely processing.

4. Health, Safety, & Compliance

• Serve as the designated Floor Warden / Safety Coordinator, maintaining emergency action plans, first aid stations, and evacuation rosters.
• Ensure workplace compliance with local municipal, OSHA, and corporate environmental safety standards.

Required Qualifications & Skills

• Demonstrated Proficiency: Proven track record showing advanced capability in the full spectrum of Office Manager tasks, corporate administration, and front-of-house operations.
• Experience: Minimum of 3 to 5+ years of combined experience in corporate office management, administrative assistance, or high-end corporate reception.
• Software & Systems: Advanced proficiency in the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace. Experience with Slack, Zoom Rooms, Concur, and visitor management platforms (e.g., Envoy, SwipedOn) is highly desirable.
• Communication: Exceptional verbal and written communication skills with the poise required to interact with C-suite executives, high-profile clients, and cross-functional teams.
• Organizational Acumen: Superior organizational, prioritization, and multitasking abilities; capable of executing complex operational tasks under minimal supervision.
• Problem Solving: High degree of resourcefulness, emotional intelligence, and calm demeanor during high-pressure or unexpected operational disruptions.
• Education: Associate or Bachelor's degree in Business Administration, Communications, Hospitality, or a related discipline preferred; relevant professional certifications (e.g., CAP, CAM) are a plus.

Working Conditions & Physical Demands

This role operates in a professional, modern office setting. Core working hours are Monday through Friday, 8:00 AM to 5:00 PM.

Contract Terms & Value Proposition

This is an immediate-start contract opportunity offering competitive weekly pay, access to standard contract employee benefits (health, vision, dental options), and a collaborative, innovative workplace culture. This contract serves as an excellent platform to display leadership and operational expertise within a premier organization.

We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.