Receptionist

Position Summary

The Receptionist is the first point of contact for clients, visitors, vendors, and team members and plays an important role in creating a welcoming, professional, and efficient office environment. This position manages front-desk communications, supports daily office operations, and provides administrative assistance to ensure the office runs smoothly.

Essential Duties and Responsibilities

Client and Visitor Experience

• Greet clients, visitors, vendors, and business partners promptly and professionally.


• Notify the appropriate team member when a guest arrives and assist visitors while they wait.


• Provide every guest with a welcoming, courteous, and positive experience.


• Maintain a clean, organized, and professional reception area, waiting area, and conference rooms.


• Follow established visitor, building-access, and office security procedures.

Telephone and Email Communications

• Answer, screen, and route incoming telephone calls promptly and accurately.


• Monitor general company email inboxes and direct messages to the appropriate team members.


• Respond to routine questions and provide accurate information in a timely and professional manner.


• Take clear and complete messages and ensure they reach the intended recipient.


• Assist with resolving routine inquiries and concerns, escalating matters when appropriate.

Scheduling and Meeting Coordination

• Manage conference room calendars and resolve scheduling conflicts as needed.


• Coordinate appointments, interviews, internal meetings, and other office activities.


• Prepare conference rooms before meetings and restore them afterward.


• Assist with meeting logistics, including materials, refreshments, technology, and guest accommodations.


• Provide calendar and scheduling support as assigned.

Mail, Deliveries, and Office Services

• Receive, sort, and distribute incoming mail, packages, and courier deliveries.


• Prepare and process outgoing mail, shipments, and special deliveries.


• Track time-sensitive or important packages when necessary.


• Maintain accurate and organized mailing, shipping, filing, and recordkeeping systems.

Administrative Support

• Scan, copy, file, and organize physical and electronic documents.


• Assist with document preparation, data entry, correspondence, and general administrative projects.


• Maintain accurate records and follow established document-management procedures.


• Provide administrative support to team members and departments as assigned.


• Handle confidential information with discretion and professionalism.

Office Operations

• Monitor inventory and restock office supplies, kitchen supplies, and breakroom necessities.


• Keep shared office spaces organized, presentable, and ready for use.


• Monitor office equipment and report service or maintenance needs promptly.


• Refill printer and copier paper trays and ensure commonly used equipment remains operational.


• Communicate supply needs and assist with placing or receiving orders as directed.


• Identify routine office needs and take appropriate action without requiring repeated follow-up.


• Perform other duties and special projects as assigned.

Qualifications

• High school diploma or equivalent required; additional administrative or office-related training is preferred.


• Previous experience in a receptionist, customer service, or administrative support role is preferred.


• Excellent customer service and interpersonal skills.


• Strong verbal and written communication abilities.


• Exceptional organizational and time-management skills.


• Ability to manage interruptions, multitask, and prioritize responsibilities in a fast-paced environment.


• Strong attention to detail, accuracy, and follow-through.


• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and Teams.


• Ability to learn and use office equipment, telephone systems, and other technology platforms.


• Ability to work independently, use sound judgment, and take initiative.


• Consistent dependability, punctuality, and professional presentation.


• Ability to maintain confidentiality and handle sensitive information appropriately.

Key Competencies

• Professionalism and Dependability


• Client and Customer Service


• Communication


• Organization and Planning


• Initiative and Follow-Through


• Time and Priority Management


• Problem-Solving


• Adaptability


• Teamwork


• Attention to Detail