Front Desk Receptionist

Job Description

Job Description

Front Desk Receptionist
Department: Operations
Location: On-Site
Work Schedule: Monday-Friday 8:00am-5:00pm
FLSA Status: Non-Exempt; Hourly

Position Summary
The Receptionist serves as the first point of contact for visitors, clients, vendors, and employees while supporting the day-to-day administrative needs of the office. This role is responsible for maintaining a professional front desk environment, managing incoming calls and visitors, and assisting with mail processing and document distribution activities as business needs require.

The ideal candidate is professional, dependable, organized, and customer-service oriented, with the ability to balance front desk responsibilities while providing administrative support to various departments.

Essential Duties & Responsibilities

Reception & Front Desk Support
• Greet visitors, clients, vendors, and delivery personnel in a professional and welcoming manner.
• Answer, screen, and direct incoming phone calls to the appropriate departments.
• Receive and relay messages accurately and promptly.
• Maintain a clean, organized, and professional reception area.
• Monitor visitor access and follow company security and sign-in procedures.
• Assist with conference room scheduling and visitor accommodations as needed.
• Manage incoming and outgoing office communications and deliveries.
• Provide general administrative support to departments as assigned.

Mail Processing & Administrative Support ( Mail processing is an included responsibility of this role)
• Receive, sort, date-stamp, and distribute incoming mail, packages, and deliveries.
• Prepare outgoing mail, overnight shipments, certified mail, and courier requests.
• Scan, upload, and route incoming documents to the appropriate departments.
• Assist with processing incoming medical records, legal correspondence, invoices, and other business-related documents.
• Maintain mail logs, shipping records, and tracking information as required.
• Coordinate with USPS, UPS, FedEx, courier services, and vendors regarding delivery issues or shipment tracking.
• Assist the Mail Processing team with document intake and routing during periods of high volume.
• Identify and escalate urgent or time-sensitive correspondence to the appropriate personnel.

Communication & Coordination
• Communicate effectively with internal departments regarding visitors, mail, records, and deliveries.
• Maintain positive working relationships with vendors, delivery personnel, and office visitors.
• Provide timely updates regarding incoming correspondence and office-related matters.
• Maintain confidentiality when handling sensitive client, employee, and company information.

Office Organization & Compliance
• Assist with maintaining organized filing systems and office records.
• Monitor office supply inventory and communicate replenishment needs.
• Follow company policies regarding confidentiality, document handling, and information security.
• Support special projects and administrative tasks as assigned.

Qualifications

Required
• High school diploma or equivalent.
• Previous receptionist, customer service, administrative assistant, or office support experience.
• Professional demeanor and strong customer service skills.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Outlook, Word, Teams, and other basic office software.
• Ability to multitask and manage competing priorities in a busy office environment.
• Ability to maintain confidentiality and professionalism at all times.

Preferred
• Experience handling mail processing, document management, or records administration.
• Experience in a legal, healthcare, records retrieval, or professional office environment.
• Familiarity with scanning, document routing, and electronic filing systems.
• Experience working with shipping carriers such as USPS, UPS, FedEx, or courier services.

Benefits

Affordable health, dental, and vision insurance

Accrued PTO from day one!

Retirement plan with company matching

Physical Requirements
• Ability to sit, stand, and use a computer for extended periods.
• Ability to lift and move packages, files, and office supplies weighing up to 25 pounds.
• Ability to operate standard office equipment including scanners, printers, and copiers.

What Success Looks Like

Within the first 90 days, a successful Receptionist will:
• Provide a professional and welcoming experience for visitors, clients, and callers.
• Maintain an organized and efficient front desk operation.
• Process and distribute incoming mail and correspondence accurately and timely.
• Build positive working relationships with internal departments and external vendors.
• Demonstrate reliability, professionalism, strong communication skills, and attention to detail.
• Provide effective administrative support while helping ensure important records and correspondence reach the appropriate recipients.