Receptionist

Job Description

Job Description

We are looking for a detail-oriented Receptionist to support daily front-desk and administrative operations for a busy office in Morris Plains, New Jersey. This is a Contract position suited to someone who is highly organized, attentive to detail, and comfortable managing calls, correspondence, scheduling, and office coordination across multiple departments. The ideal candidate brings strong communication skills, solid Word and Excel abilities, and the flexibility to assist with both routine administrative tasks and short-term projects.

Responsibilities:

• Welcome callers and visitors, direct incoming calls through a multi-line phone system, and connect inquiries to the appropriate team members across the office.

• Maintain front-desk communications by handling a large volume of phone extensions and ensuring messages and transfers are completed accurately and efficiently.

• Coordinate meeting support as needed, including arranging catering and assisting with shared Outlook calendar scheduling alongside other administrative staff.

• Order, organize, and distribute office materials for the Parsippany, New Jersey office and multiple additional properties, while also maintaining pantry and kitchen inventory on a weekly basis.

• Receive, sort, and route incoming mail, overnight packages, and interoffice shipments to the correct departments, including processing accounting-related mail by property.

• Prepare outgoing packages and correspondence for executives, construction staff, and property management teams located in other offices.

• Process utility bill documentation by scanning, printing, filing, categorizing, and distributing records by service type and property for reporting and operational use.

• Update spreadsheets with tenant invoice and property data, review historical information for inconsistencies, and communicate findings to accounting and property management teams.

• Assist with periodic budget file preparation in Excel by creating worksheets, entering financial figures, updating links, and recording monthly actuals by general ledger category.

• Provide administrative support for special projects, including broker list updates, proposal assistance, check processing support, file labeling, postage supply monitoring, contract tracking, bid comparison support, and data entry into internal purchasing or risk management systems as assigned.

• At least 1 year of experience in a receptionist, front desk, or administrative support role.
• Proven ability to manage inbound calls using a multi-line phone or switchboard system.
• Strong attention to detail with the ability to handle mail, records, spreadsheets, and scheduling tasks accurately.
• Good to very good proficiency in Microsoft Word and Microsoft Excel.
• Experience using Outlook for calendar management and coordination.
• Clear communication skills and a detail-oriented approach when interacting with executives, internal departments, vendors, and visitors.
• Ability to manage multiple priorities, support several departments, and adapt to changing administrative needs in a contract role.