Executive Administration Receptionist

Executive Administration Receptionist

The Executive Administration Receptionist role is responsible for independently managing day-to-day reception and front office functions, along with providing administrative support to the Administration Department. This position ensures smooth office operations, delivers an exceptional front desk experience to employees and visitors, and helps maintain an efficient, safe, and well-organized workplace.

Facility & Office Management:

• Conduct daily walkthroughs of the facility to ensure operational readiness.
• Ensure cleanliness, orderliness, and availability of office and pantry supplies.
• Monitor and refill break room essentials (tea/coffee, consumables, etc.).
• Manage printing requests and coordinate shipment of items as needed.
• Order administrative supplies and maintain appropriate stock levels.
• Assist in preparing the office for client visits and internal meetings.
• Perform additional tasks as assigned by the Supervisor from time to time.

Reception Duties:

• Manage the front desk and reception area with professionalism.
• Greet and assist clients, guests, and employees.
• Ensure adherence to security protocols and visitor policies.
• Manage identity cards, access badges, and visitor passes.
• Perform mailroom operations and shipping tasks (FedEx, UPS, or other couriers).
• Manage conference room booking schedules and ensure rooms are clean, equipped, and meeting-ready.

Executive Administrative Duties:

• Order and manage supplies, including pantry items, copier materials, and general office supplies.
• Ensure cleanliness and maintenance of office equipment; coordinate with building management for repairs or issues.
• Maintain seat occupancy data for the location.
• Assist with annual budget planning and vendor coordination.
• Prepare and maintain daily and monthly administrative reports.
• Manage billing-related documentation and follow-ups.
• Support additional administrative tasks assigned by the Office Administrator or Supervisor.

Mandatory Compliance Requirement:

• The associate must be fully compliant with all mandatory trainings and compliance courses.
• Timely completion and adherence to all internal compliance systems and policies is required.

Qualifications:

• Associate degree preferred.
• 24 years of experience in a Reception/Admin function within a medium-sized facility (50100 associates preferred).
• Excellent English communication skills (written and verbal).
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, etc.).
• Knowledge of office management and basic procurement processes for pantry and office supplies.
• Strong interpersonal skills and ability to work effectively in a diverse, multicultural environment.
• Strong organizational, planning, analytical, and problem-solving skills.
• Ability to make quick and effective decisions.
• Proactive, self-motivated, adaptable, and professional.
• Ability to multitask and remain accessible by phone for emergency requirements at the location.
• Flexibility to work outside regular business hours (early arrival or late departure) as required by business needs.

Diverse Lynx LLC is an Equal Employment Opportunity employer. All qualified applicants will receive due consideration for employment without any discrimination. All applicants will be evaluated solely on the basis of their ability, competence and their proven capability to perform the functions outlined in the corresponding role. We promote and support a diverse workforce across all levels in the company.