Receptionist

Job Description

Job Description

We are looking for a detail-oriented Receptionist to support daily operations and serve as a key point of contact for staff, visitors, and community members. This short-term contract position combines front-desk service with broad administrative coordination, including meeting preparation, records support, and office operations. The ideal candidate will be highly organized, customer-focused, and comfortable managing multiple priorities in a fast-paced office environment.

Responsibilities:

• Welcome visitors and respond to incoming calls with a courteous, service-oriented approach, directing inquiries to the appropriate staff members or resources.

• Provide administrative assistance to agency leadership by managing schedules, drafting correspondence, preparing presentations, creating spreadsheets and reports, and maintaining organized files and records.

• Coordinate meeting logistics for board and agency sessions, including arranging notices, assembling packet materials, confirming document accuracy, and preparing meeting spaces.

• Attend board meetings to capture accurate minutes, support proper recording procedures, and maintain organized archives of approved minutes, resolutions, packets, and related documentation.

• Assist with the preparation, tracking, and follow-up of contracts and agreements while helping monitor documentation connected to development and program activities.

• Enter and maintain data across reporting platforms and databases, generate requested reports, and help track program activity and complaint information related to agency operations.

• Support marketing and outreach efforts by assisting with routine promotional tasks, electronic surveys, and reporting tied to economic development initiatives.

• Perform basic troubleshooting for office equipment, coordinate service requests with vendors, maintain supply inventories, and help oversee telecommunications and other office support resources.

• Help maintain document management practices by guiding staff on proper file handling, preserving original records, and supporting compliance with retention requirements under applicable regulations.

• Ensure consistent front desk coverage and support secure opening and closing procedures in line with established office policies.

• Experience performing receptionist or front-desk duties in an office environment.
• Ability to manage a multi-line phone system and handle a high volume of inbound calls efficiently.
• Proficiency with Microsoft Excel and other standard office applications used for correspondence, reports, and presentations.
• Strong administrative skills, including scheduling, document preparation, filing, and records organization.
• Excellent written and verbal communication skills with a strong focus on customer service.
• Ability to manage multiple tasks, maintain accuracy, and stay organized in a busy office setting.
• Comfort working with databases, electronic records, and routine data entry responsibilities.
• Ability to work effectively with internal staff, external vendors, and members of the public.