Receptionist/Office Administrator

Receptionist/Office Administrator

Our client, a leading global investment management firm with a long-standing history and a strong culture centered on thoroughness, hard work, creativity, and tenacity, is seeking a polished and service-oriented Receptionist / Office Administrator to join their San Francisco team. This role is ideal for someone who thrives in a high-touch, professional environment and takes pride in creating a welcoming, seamless experience for clients, visitors, and employees. Serving as a central point of contact, this individual will provide exceptional hospitality, coordinate office services, support day-to-day workplace operations, and proactively anticipate the needs of everyone who enters the office. The ideal candidate is warm, polished, highly organized, resourceful, and genuinely passionate about delivering outstanding service.

What You'll Do

Reception & Client Experience

• Serve as the warm welcome and professional first point of contact for clients, visitors, and guests.
• Greet visitors warmly, assist with their needs, and escort them to their offices or workspaces.
• Proactively engage with visitors throughout their time in the office to ensure their comfort and satisfaction.
• Build positive relationships by understanding and anticipating individual client preferences and needs.
• Create and maintain client preference profiles to support personalized service.
• Execute established hospitality standards and contribute to a welcoming, service-oriented office culture.
• Set up visitor and new hire offices prior to arrival.
• Provide supplemental support to the events team as needed.
• Maintain a polished, professional, and welcoming reception and client-facing environment.

Office Services Coordination

• Act as a central point of contact for office service requests and coordinate solutions efficiently.
• Monitor service requests and ensure timely follow-up and resolution.
• Coordinate with internal teams and external service providers to address office needs.
• Serve as a "one-stop shop" for requests, taking ownership from initial inquiry through completion.
• Provide general administrative and operational support as needed.

Concierge Services

• Provide personalized recommendations for local restaurants, amenities, transportation, activities, and other services.
• Assist with arranging transportation, reservations, activities, and other client requests.
• Handle local errands and tasks to create a seamless office experience.
• Occasionally travel off-site to pick up or deliver items on behalf of clients or the office.
• Anticipate needs and proactively identify ways to enhance the client and visitor experience.

Workspace & Office Management

• Conduct regular floor walks to ensure common areas and client-facing spaces are clean, organized, and well stocked.
• Monitor office supplies and replenish inventory as needed.
• Ensure printers are operational and stocked with paper.
• Secure or appropriately dispose of unclaimed print jobs in accordance with office policies.
• Troubleshoot basic office hardware issues and escalate maintenance needs to the appropriate team.
• Maintain neat, organized, and welcoming common areas.
• Hand-deliver office supplies and other requested items throughout the office.
• Provide support with printing, mailing, copying, scanning, and other office services.
• Help ensure all client and visitor-facing areas consistently meet the firm's high standards.

Emergency & Safety Support

• Become familiar with office emergency procedures and protocols.
• Serve as a point of contact for clients and guests during emergency situations.
• Help guide visitors and employees to safety and provide assistance as needed.
• Maintain awareness of workplace safety and emergency preparedness procedures.

What We're Looking For

• Previous experience in reception, office administration, hospitality, concierge services, workplace experience, executive support, or a similar client-service role preferred.
• Warm, polished, personable, and professional with excellent interpersonal skills.
• Strong customer-service mindset with a genuine desire to create exceptional experiences.
• Highly organized with excellent attention to detail and follow-through.
• Proactive and resourceful, with the ability to anticipate needs and take initiative.
• Comfortable managing multiple requests and priorities in a fast-paced professional environment.
• Excellent verbal and written communication skills.
• Discreet and professional when interacting with high-profile clients and confidential information.
• Comfortable working independently while collaborating effectively with internal teams.
• Tech-savvy and comfortable troubleshooting basic office equipment and systems.
• Flexible and willing to jump in wherever needed to support the team.
• Strong professional presence and a commitment to maintaining a polished office environment.
• Knowledge of the San Francisco area and local amenities is a plus.

Schedule & Location Full-time, onsite position based in San Francisco, CA. This role is highly visible and client-facing, with a strong emphasis on hospitality, service, and maintaining an exceptional in-office experience.

Please submit your resume for consideration!