Front Desk Receptionist and Administration

What this job involves
The Receptionist serves as the first point of contact for visitors and clients, providing exceptional customer service and creating a positive impression of the organization. This position requires excellent communication skills, a professional demeanor, and the ability to handle various administrative tasks. The Receptionist plays a vital role in ensuring smooth daily operations and assisting with clerical duties within a commercial real estate (CRE) environment.

Your day-to-day tasks will include

Front Desk Operations: Greet visitors, clients, and vendors in a friendly and professional manner, ensuring a positive experience and providing assistance as needed.

Phone and Email Management: Answer incoming calls, transferring to the appropriate individual or department, and take accurate messages when necessary. Respond to emails promptly and effectively.

Visitor Management: Monitor and manage visitor access and security, ensuring that all protocols are followed.

Scheduling and Calendaring: Manage meeting room bookings, schedule appointments, and maintain shared calendars for the office.

Administrative Support: Provide administrative assistance, such as data entry, filing, photocopying, and organizing documents and files.

Mail and Deliveries: Receive, sort, and distribute incoming mail, packages, and deliveries. Prepare outgoing mail and packages for shipment using appropriate methods.

Facilities Coordination: Coordinate with facilities management teams for maintenance requests, repairs, and office supply orders.

Travel and Expense Management: Assist with travel arrangements, including booking flights, accommodation, and transportation. Process expense reports and reconcile receipts.

Communication Liaison: Effectively communicate messages, instructions, and information to staff members, clients, and visitors.

Office Coordination: Assist with coordinating office events, meetings, and conferences, including organizing catering, room setup, and audiovisual equipment.

Requirements

Proven experience as a receptionist or in a similar customer-facing role, preferably within a professional or CRE environment.

Excellent verbal and written communication skills, with the ability to interact professionally with individuals at all levels.

Strong interpersonal skills, with an emphasis on delivering exceptional customer service.

Proficient computer skills, including MS Office Suite (Word, Excel, Outlook), and knowledge of office equipment such as printers, scanners, and telephone systems.

Highly organized and detail-oriented, with the ability to multitask and prioritize tasks effectively.

Professional appearance and demeanor, with strong interpersonal and communication skills.

Ability to handle sensitive and confidential information with discretion.

Problem-solving skills and the ability to remain calm and composed in high-pressure situations.

Flexibility and adaptability to changing work demands and willingness to take on additional responsibilities as needed.

Preferred

Previous experience in a commercial real estate (CRE) environment.

Certification in administration or a related field.

Familiarity with property management software and systems.

High school diploma or equivalent; additional certification or coursework in administration or a related field is a plus.

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