Front Desk Receptionist - Casual

Onsite Specialist

We are seeking a friendly, organized, and customer-focused Onsite Specialist to provide front desk coverage and administrative support in our Waltham office. This individual will serve as the first point of contact for clients, visitors, and internal staff while supporting daily office operations. The ideal candidate demonstrates excellent communication skills, professionalism, strong organization.

Key Responsibilities:

Greet and welcome clients, visitors, and employees with professional and courteous demeanor.

Serve as the first point of contact by answering and directing incoming phone calls and responding to general inquiries.

Maintain front desk coverage during business hours.

Support office operations through administrative and operational tasks.

Sort, distribute, and prepare incoming and outgoing mail and deliveries.

Assist with accounts payable/receivable-related administrative requests and other office documentation as assigned.

Coordinate conference room scheduling and meeting preparations.

Assist with facility-related requests, including maintenance coordination and basic office troubleshooting.

Complete light data entry, filing, reporting, and other administrative duties.

Provide additional support to onsite leadership and team members as needed.

Required Qualifications:

Minimum of 2 years of receptionist, administrative support, customer service, or office coordination experience.

Strong verbal and written communication skills.

Professional appearance and customer-focused attitude.

Excellent organizational and multitasking abilities.

Reliable attendance and punctuality.

Basic computer proficiency, including Microsoft Office, email, and web-based applications.

Previous receptionist or front desk experience.

Experience working in a professional office environment.

Preferred Qualifications:

Insurance, finance, retail, hospitality, or other customer-facing experience.

Exceptional customer service and interpersonal skills.

Strong relationship-building and communication abilities.

Ability to multitask, prioritize work, and remain organized in a fast-paced environment.

Strong attention to detail and problem-solving skills.

Proficient in Microsoft Office (Outlook, Word, Excel) and comfortable learning new web-based systems.

Ability to effectively use virtual collaboration and communication tools, including Microsoft Teams, Zoom, and other office technology platforms.

Professional, reliable, and adaptable with the ability to work independently and collaboratively in an onsite office environment.

Strong relationship-building abilities.

Professional communication with clients, visitors, and internal stakeholders.

Self-motivated with a proactive approach to problem solving.

Comfortable working independently in an onsite office environment.

Work Environment:

100% onsite office environment. Frequent interaction with clients, visitors, and internal staff. Moderate administrative workload with regular front desk responsibilities.

Systems & Tools:

Microsoft Office Suite Outlook and email systems Web-based internal applications (training provided)

Additional Requirements:

Background check and fingerprinting required. Must be able to maintain regular onsite attendance during scheduled business hours. Dress Code Business Casual Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans

Mindlance