Receptionist

Job Description

Job Description

We are looking for a detail-oriented Receptionist to support daily office operations. This long-term contract position is ideal for someone who enjoys creating a welcoming front-office experience while managing administrative tasks with accuracy and efficiency. The role combines client-facing responsibilities with document handling, correspondence support, and coordination for project-related office activities.

Responsibilities:
• Welcome visitors and provide courteous front-desk assistance while directing guests and incoming inquiries appropriately.
• Receive incoming mail, apply date stamps, sort deliveries, and prepare outgoing items with standard and certified postage as needed.
• Coordinate delivery of outbound mail to the local post office or nearby mailbox to ensure timely distribution.
• Monitor incoming faxes and email communications, then route letters, assignments, and other documents to the appropriate team members.
• Draft routine office materials such as letters, forms, tables, and monthly reports using Microsoft Office applications.
• Copy, scan, assemble, fax, and mail business correspondence while maintaining organized records in active project files.
• Prepare and distribute bid-related materials, including plan packages, specification mailings, bidder communications, and plan holder tracking logs.
• Create project support documents such as bid opening sheets, bid tabulations, contracts, bonds, payment estimate forms, and job folders for project managers.
• Update contractor and project tracking spreadsheets, record plan payments, and provide documentation and funds to the Office Manager as required.
• Assist with administrative production tasks such as proofreading specifications, binding reports, creating binders, and completing special assignments for project managers.• At least 1 year of experience in a receptionist, administrative, or office support role.
• Ability to manage a multi-line phone system and deliver attentive customer service to visitors and callers.
• Proficiency in Microsoft Word, Excel, and Outlook for correspondence, spreadsheets, and email coordination.
• Strong data entry skills with a high level of accuracy and attention to detail.
• Effective interpersonal and communication skills for working with clients, contractors, and internal staff.
• Ability to organize files, maintain records, and handle multiple administrative tasks in a fast-paced office setting.
• Comfortable preparing documents, tracking information, and supporting scheduling or appointment-related activities as needed.