Receptionist

Job Description

Job Description

Position Summary

Metcalf Management Company PC is seeking a dependable, professional, and highly organized Receptionist to serve as the primary point of contact for our office.

The Receptionist is responsible for creating a welcoming and professional experience for everyone who interacts with our organization while helping keep the day-to-day operations of the office running smoothly. This position serves as a central communication and administrative resource for the organization and supports multiple people, departments, and business activities.

The ideal candidate is friendly, organized, proactive, comfortable with technology, and willing to help wherever needed. We are looking for someone who takes ownership of their responsibilities, pays attention to details, and can be trusted to follow through.

Primary Responsibilities

Reception & Front Office

• Greet visitors, clients, vendors, employees, and other guests in a friendly and professional manner.
• Maintain a welcoming, organized, and professional reception area.
• Determine the purpose of each visitor's visit and connect them with the appropriate person.
• Notify team members promptly when visitors or appointments arrive.
• Help coordinate visitor access and other front-office activities.
• Maintain awareness of activity throughout the office and help ensure guests receive prompt assistance.

Phones & Communication

• Answer incoming telephone calls promptly and professionally.
• Determine the nature of calls and route callers to the appropriate person or department.
• Take complete and accurate messages when necessary.
• Assist callers with general questions when appropriate.
• Monitor and distribute messages received through general company communication channels.
• Maintain a courteous and professional approach during every interaction.

Administrative Support

• Provide general administrative support to management and team members.
• Prepare, scan, copy, organize, file, and distribute documents.
• Assist with correspondence, forms, reports, spreadsheets, mailings, and other business documents.
• Perform accurate data entry and maintain information within company systems.
• Assist with maintaining electronic and physical records.
• Help gather information and documentation requested by team members.
• Assist with special projects and recurring administrative responsibilities.
• Provide additional administrative support as business needs arise.

Scheduling & Meeting Support

• Assist with scheduling appointments and meetings.
• Coordinate conference room availability.
• Prepare meeting and conference rooms before scheduled meetings.
• Help ensure meeting spaces are clean, organized, stocked, and ready for use.
• Assist with meeting materials, refreshments, and other arrangements when needed.
• Communicate scheduling information and changes to appropriate team members.

Mail, Deliveries & Office Coordination

• Receive, sort, and distribute incoming mail and deliveries.
• Prepare outgoing mail, packages, and courier shipments.
• Receive deliveries and ensure they reach the appropriate person.
• Maintain adequate supplies for common office areas.
• Monitor office supply levels and coordinate replenishment as needed.
• Assist with vendors and service providers who visit the office.
• Help maintain an orderly and professional office environment.

General Office Support

• Help identify and resolve routine office needs before they become problems.
• Coordinate with team members when office equipment, supplies, or facilities require attention.
• Assist with company events, meetings, lunches, and other activities as requested.
• Support new employees and visitors with basic office information and orientation.
• Maintain appropriate confidentiality regarding company, employee, customer, and business information.
• Perform other duties and responsibilities as assigned.

Qualifications

Required

• High school diploma or equivalent.
• Strong verbal and written communication skills.
• Professional and courteous telephone manner.
• Strong organizational skills and attention to detail.
• Ability to manage multiple responsibilities and interruptions effectively.
• Basic computer proficiency.
• Ability and willingness to learn new software and technology.
• Dependable attendance and punctuality.
• Ability to handle confidential information with discretion.
• Positive, helpful, and team-oriented attitude.

Preferred

• Previous experience in a receptionist, administrative assistant, office coordinator, customer service, or similar role.
• Experience working in a professional office environment.
• Familiarity with Microsoft Outlook, Word, Excel, Teams, and other Microsoft 365 applications.
• Experience with scheduling, document management, data entry, or office administration.

Previous experience is valuable, but we are also willing to consider an exceptional candidate who demonstrates the professionalism, aptitude, work ethic, and attitude necessary to succeed in the position.

Skills & Characteristics We Value

Professionalism

You understand that you represent the organization whenever you answer the phone, greet a visitor, send a message, or interact with someone on the company's behalf.

Hospitality

You enjoy helping people and naturally look for ways to make visitors and team members feel welcomed and supported.

Organization

You can keep track of multiple responsibilities, deadlines, messages, documents, and requests without allowing important details to fall through the cracks.

Initiative

You notice what needs to be done and take appropriate action rather than always waiting for someone to tell you what to do.

Follow-Through

When you say you will handle something, others can trust that it will get done.

Attention to Detail

You understand that names, telephone numbers, appointments, documents, and other seemingly small details matter.

Adaptability

You are comfortable changing priorities when circumstances require it and are willing to learn new responsibilities as the organization grows.

Technology

You are comfortable using computers and are willing to learn new systems, software, and technology that can help you perform your job more effectively.

Confidentiality

You understand that working in a professional organization may give you access to sensitive information and that maintaining confidentiality is an essential responsibility.

Teamwork

You are willing to help where needed and understand that supporting the success of the overall organization is part of your role.

What Success Looks Like

A successful Receptionist at Metcalf Management Company PC:

• Creates an excellent first impression of the organization.
• Makes visitors feel welcomed and appropriately cared for.
• Answers and routes telephone calls professionally and accurately.
• Ensures messages reach the appropriate people promptly.
• Keeps the front office organized and operating smoothly.
• Anticipates routine office and administrative needs.
• Completes assigned responsibilities accurately and on time.
• Communicates clearly with management and team members.
• Protects confidential information.
• Uses good judgment when handling unexpected situations.
• Learns new responsibilities and technology quickly.
• Looks for opportunities to make the organization more efficient.
• Becomes someone the entire team can depend on.

The Person We're Looking For

We are looking for more than someone who simply sits at the front desk and answers the telephone.

We want someone who takes pride in helping an organization operate well.

The right person will become a trusted resource for the entire team—someone who knows what is happening throughout the office, keeps communication moving, notices when something needs attention, helps people find what they need, and follows through until things are taken care of.

There will be routine responsibilities, but there will also be days when priorities change quickly. The person who succeeds in this position will be comfortable with both.

Most importantly, we are looking for someone who is dependable, professional, helpful, organized, and willing to take ownership .

About Metcalf Management Company PC

Metcalf Management Company PC supports the operations, people, and business activities of the Metcalf organization.

Our goal is to build an organization where talented people can do excellent work, businesses can operate effectively, and the people we interact with receive a consistently professional experience.

We value integrity, accountability, continuous improvement, strong relationships, and people who take pride in doing things well.