Executive Receptionist

Position Summary

The Executive Receptionist provides professional front-office and executive reception support for All Phase Electric. This position answers and routes internal and external communications, receives visitors, supports approved executive scheduling, maintains reception readiness, coordinates routine office requests, and protects confidential information within assigned access. As experience and competency increase, the Executive Receptionist independently coordinates routine front-office workflows, reviews work quality, supports training, mentors lower-tier employees, and demonstrates readiness for the Executive Secretary career path.

Essential Duties and Responsibilities

Front Office and Telephone Communications

Serve as the primary front-office point of contact for employees, customers, vendors, applicants, visitors, and callers.

Professionally answer, screen, document, and route all external and internal telephone calls through the Phone system.

Monitor assigned corporate or shared Outlook communications and route messages to the appropriate person or department.

Communicate routine internal information accurately and escalate sensitive, unusual, or executive-level matters.

Maintain a professional, organized, and prepared reception area throughout the workday.

Visitor, Delivery, and Reception Coordination

Welcome, document, and route walk-in visitors according to current leadership direction and approved access procedures.

Maintain visitor and reception records within assigned responsibilities.

Alert the Support Department when deliveries require physical receipt or handling.

Sign routine delivery receipts and acknowledgments within assigned authority.

Support visitor credentials, restricted-area access, and emergency notifications as policies are implemented.

Calendar and Meeting Support

Receive and organize scheduling requests for Department Managers and above as directed.

Place appointments on executive calendars after demonstrating competency and receiving assigned calendar permissions.

Reschedule appointments only when directed by leadership and after demonstrating competency.

Coordinate conference-room readiness, visitor accommodations, and routine meeting logistics.

Obtain approval before communicating that an executive accepted or declined a meeting.

Administrative and Internal Communication Support

Coordinate routine executive-office requests and track assigned follow-up items.

Support birthdays, anniversaries, company milestones, event readiness, and internal communications.

Prepare routine forms, logs, records, and communication notes according to established procedures.

Support Department Managers and above as directed without making unapproved commitments or decisions.

Attend assigned executive, department-manager, AP, AR, Payroll, event-planning, Executive Department, and safety meetings while respecting access limits.

Office Supplies, Swag, and Inventory Support

Assist with office-supply and swag counts and maintain assigned inventory records.

Document inventory adjustments and participate in required two-person review.

Receive and organize approved office supplies and routine administrative materials.

Report low-stock, discrepancy, damage, or replenishment needs to the Executive Secretary or Executive Assistant.

Records, Confidentiality, and Escalation

Maintain organized physical and electronic reception records in the file room, SharePoint, Smartsheet, or other assigned locations.

Protect executive calendars, meeting information, customer, vendor, employee, and company information according to assigned access.

Do not access executive email accounts; use only delegated corporate accounts and permissions.

Immediately escalate threats, emergencies, visitor-security concerns, legal or regulatory communications, suspected fraud, data breaches, payroll discrepancies, unauthorized commitments, significant disputes, and banking-change requests.

Process Improvement and Quality

Use approved checklists, logs, and procedures to maintain accuracy and consistent service.

Identify recurring communication, scheduling, visitor, delivery, or inventory issues.

Recommend practical improvements that strengthen reception readiness, routing accuracy, documentation, and coverage.

Participate in SOP review, training, cross-training, and continuous improvement activities as assigned.

Leadership & Team Development

(Responsibilities increase as employees progress through Executive Receptionist IIII career levels.)

Demonstrate self-leadership through professionalism, reliability, accuracy, confidentiality, and dependable follow-through.

Support onboarding and cross-training for lower-tier Executive Receptionists as competency increases.

Review routine reception work for accuracy and guide front-office standards at senior tiers.

Mentor lower-tier employees and coordinate routine escalations within assigned authority.

Promote respectful communication, executive service, teamwork, and continuous improvement.

Safety, Confidentiality, and Compliance

Follow company safety, emergency, visitor, cybersecurity, confidentiality, and records-management requirements.

Maintain compliance with Executive Department SOPs and assigned access controls.

Protect passwords, credentials, confidential records, and communication systems.

Report unsafe, suspicious, threatening, or unauthorized activity immediately.

Participate in safety and emergency-readiness meetings and training.

Required Qualifications

High school diploma or equivalent.

Professional verbal and written communication skills.

Strong customer-service, organization, and follow-through abilities.

Basic computer proficiency and ability to learn Outlook, Yealink, SharePoint, Smartsheet, QuickBooks, and the internal application as assigned.

Ability to maintain confidentiality and follow approval, access, and escalation requirements.

Preferred Qualifications

Reception, customer-service, administrative, or office-support experience.

Experience with Microsoft Outlook, SharePoint, Smartsheet, or similar office systems.

Experience supporting calendars, meetings, events, visitors, or office inventory.

Experience in construction, contracting, or a multi-department office environment.

Knowledge, Skills, and Abilities

Excellent telephone, visitor, and customer-service skills.

Strong attention to detail, accuracy, organization, and time management.

Ability to prioritize multiple requests and route information correctly.

Ability to use sound judgment and escalate matters outside assigned authority.

Ability to work respectfully with employees, customers, vendors, visitors, managers, and executives.

Ability to maintain reliable logs, records, calendars, and administrative documentation.

Commitment to training, badge progression, KPI performance, and continuous improvement.

Physical Requirements

Ability to sit, stand, and walk throughout the workday.

Frequent use of computers, telephones, scanners, copiers, and office equipment.

Manual dexterity for keyboarding, document handling, and routine office tasks.

Ability to occasionally move office supplies and packages up to approximately 25 pounds.

Ability to perform repetitive communication and administrative tasks while maintaining accuracy and professionalism.

Work Environment

Work is primarily performed in a professional front-office environment with frequent interaction with employees, customers, vendors, applicants, visitors, Department Managers, and company leadership. The role requires continuous use of telephone, email, calendar, document, and office systems; protection of confidential information; and the flexibility to respond calmly and professionally to changing priorities, interruptions, visitors, deliveries, and urgent communications.