Receptionist

The Receptionist will serve as the first point of contact for clients, visitors, and staff. This role involves managing front-office operations, providing exceptional customer service, and supporting various administrative functions.

This multi-faceted position interfaces with internal team members at all levels, external business clients and vendor partners, as well as prospective team members.

Primary Duties & Responsibilities :

Welcome and greet all visitors, alert host to arrival, and prepare visitor credentials

Provide excellent customer service to staff, clients, and visitors by answering questions and / or providing information and support as needed

Answer and direct all incoming phone calls, distribute incoming fax communications

Sort and scan all incoming mail, receive general delivery packages, post outgoing mail, and assist with periodic mass mailings

Maintain neat and orderly appearance of lobby and office reception area

Ensure that front office operations run smoothly and efficiently

Manage digital display screen content, including creation of PowerPoint slides as necessary

Collaborate with Talent Acquisition and hiring managers for the scheduling of both virtual and in-person interviews for candidates across all departments of the organization

Upkeep of electronic office directories and copy machine digital address books

Receive and process business card orders

Receive and process catering orders

• Monitor security cameras around the facility during business hours to ensure security is maintained
• Assist Office Facilities Manager with planning and execution of organizational events and gatherings

Monitor safety reporting submissions and communicate with Safety Committee for proper, timely handling

Follow emergency procedures and protocols

Required Skills

Minimum

A strong customer service orientation including a desire to help others

Clear and professional written and verbal communication skills with the ability to translate ideas, concepts, and information to completed work product

Excellent interpersonal skills including being able to build and maintain positive relationships with clients, visitors, and colleagues

Strong attention to detail and organizational skills with the ability to work independently with minimal supervision

Ability to manage multiple tasks simultaneously and pivot quickly between tasks to complete work with a sense of urgency

Demonstrated self-confidence and tact in interaction with staff members at all levels

Flexibility to adjust to changing situations and unexpected tasks

Ability to handle sensitive information with discretion and maintain confidentialit

• Proficiency in Microsoft programs including Outlook, PowerPoint, Word, Excel, and MS Teams
• High school diploma or GED

Preferred :

2 years’ related experience (reception, host / hostess, administrative assistant)

Required Experience

Minimum

A strong customer service orientation including a desire to help others

Clear and professional written and verbal communication skills with the ability to translate ideas, concepts, and information to completed work product

Excellent interpersonal skills including being able to build and maintain positive relationships with clients, visitors, and colleagues

Strong attention to detail and organizational skills with the ability to work independently with minimal supervision

Ability to manage multiple tasks simultaneously and pivot quickly between tasks to complete work with a sense of urgency

Demonstrated self-confidence and tact in interaction with staff members at all levels

Flexibility to adjust to changing situations and unexpected tasks

Ability to handle sensitive information with discretion and maintain confidentialit

• Proficiency in Microsoft programs including Outlook, PowerPoint, Word, Excel, and MS Teams
• High school diploma or GED

Preferred :

2 years’ related experience (reception, host / hostess, administrative assistant)