Receptionist

Job Description Job Description Schedule: 8:00am-5:00pm; occasional early mornings/late nights to accommodate key meetings and events The Receptionist serves as the first point of contact for visitors and employees alike, creating a welcoming and professional experience that reflects the organization's culture. They are responsible for managing front desk operations while providing a broad range of administrative and office support services to ensure efficient daily operations. Success in this role requires excellent communication skills, sound judgment, professionalism, and a strong commitment to customer service. This individual will maintain a positive office atmosphere, support internal teams, and contribute to the overall effectiveness of administrative processes. Responsibilities Greet, welcome, and assist visitors, customers, candidates, vendors, and employees in a courteous, professional, and service-oriented manner. Manage incoming correspondence, direct inquiries appropriately, and relay accurate messages in a timely fashion Receive, sort, distribute, and track incoming mail, packages, and deliveries; prepare outgoing correspondence and shipments as required. Maintain the reception area, conference rooms, and common office spaces to ensure a clean, organized, and welcoming environment. Coordinate visitor check-in procedures and ensure adherence to office security and visitor management protocols. Provide administrative support including data entry, document preparation, filing, record maintenance, copying, scanning, and electronic document management. Maintain receipts and manage/submit expense reports on behalf of key senior leaders. Support Executive team and Board meetings, including event setup, food and beverage support, event cleanup/tear-down, etc. Monitor, order, and maintain office supplies, equipment, and inventory to ensure uninterrupted office operations. Schedule and coordinate internal meetings, conference rooms, and office functions, and general office operations, including preparing meeting materials and arranging logistics. Assist with onboarding activities for new employees, including preparing workspaces, coordinating materials, and supporting administrative tasks. Serve as a liaison with vendors, building management, and service providers to facilitate timely issue resolution and effective service delivery. Maintain accurate records and administrative documentation while ensuring information is organized and readily accessible. Support special projects and cross-functional initiatives as assigned by leadership or department stakeholders. Order and pickup lunch for senior leaders and VIP guests as requested. Proactively identify opportunities to assist Executive Assistant/Administrative Assistants with their workloads. Effectively manage competing responsibilities and adapt to changing business needs in a dynamic, fast paced office environment. Demonstrate professionalism, discretion, and strong customer service skills in all interactions. Maintain a clean, organized, and welcoming reception area. All other duties as assigned to meet evolving business needs. Qualifications Education: High school diploma, GED, or equivalent required; Undergraduate degree from an accredited college or university preferred. Experience: Prior experience as a receptionist, administrative assistant, or office support role, preferably in a professional office environment preferred. Strong verbal and written communication skills with the ability to interact effectively with individuals at all levels of the organization. Demonstrated ability to manage multiple tasks, prioritize responsibilities, and meet deadlines with minimal supervision. Excellent organizational skills, attention to detail, and commitment to accuracy. Strong customer service orientation with a friendly, professional, and approachable demeanor. Ability to exercise sound judgment, problem-solving skills, and professionalism when handling inquiries and resolving issues. Demonstrated discretion and confidentiality in handling and protecting sensitive information. Technical: Proficient with common office technologies, including Windows PCs, Microsoft O365 (Outlook, Word, Excel, PowerPoint, etc.) and web conferencing (Teams, Zoom, Webex, etc.) Environment: Comfort commuting to/from and working in a 100% on-site setting (listed in this posting), with travel for related meetings/events. #J-18808-Ljbffr