Administrative Assistant Reception

About the role

The Administrative Assistant / Receptionist serves as the first point of contact for all visitors, clients, vendors, and contractors, creating a positive and professional first impression. This role manages the front desk and reception area, oversees visitor access and badging, and provides administrative support to ensure smooth front office and operations support.

Responsibilities

• Greet and direct all visitors with enthusiasm, professionalism, and courtesy, ensuring every guest receives a very positive first impression.
• Aannounce visitors promptly and politely to the appropriate party and ensure they are directed to the correct waiting area.
• Offer snacks or beverages to guests and clients when appropriate, enhancing the overall visitor experience.
• Establish and maintain strong rapport with clients, vendors, contractors, and members of the general public through professional and respectful interaction.
• Adhere to all company policies and procedures, following all safety and security protocols at all times.
• Maintain accurate visitor logs, track employee moves as required, and manage visitor badging processes.
• Keep the reception area, reception desk, and all related spaces neat, orderly, and presentable at all times.
• Manage the front desk by providing building access when required and notifying employees when a client, vendor, or job candidate has arrived.
• Provide administrative relief and support as needed for personnel in administration, mail room, and copy/publication functions.
• Assist with administrative responsibilities including ordering supplies, visually inspecting conference rooms, guest spaces, and supply closets, and addressing issues as required or requested.
• Manage visitor badges and maintain appropriate and accurate visitor records.
• Manage and maintain an up-to-date list of key vendor contacts, including building management, security, and engineering.

Requirements

• Proven experience providing administrative support and front office or reception services.
• Demonstrated ability to greet and direct visitors with enthusiasm, professionalism, and courtesy.
• Strong administrative assistance skills, including organizing, scheduling, and managing multiple tasks.
• Proficiency with Microsoft Outlook for email, calendar management, and scheduling.
• Comfort with technology and systems, demonstrating a tech-savvy approach to tools and software.
• Experience coordinating basic meeting and event logistics, including room reservations and support resources.
• Experience providing administrative support to multiple teams such as administration, mail room, or copy/publication services.
• Familiarity with coordinating property or building maintenance requests and working with building management, security, and engineering teams.
• Ability to identify issues impacting front desk operations and propose practical solutions.
• Flexibility to work irregular and/or extended hours to support events or changing business needs.
• Strong customer service orientation with the ability to create a positive guest and group experience.
• Attention to detail when maintaining visitor records, reception rosters, and vendor contact lists.
• Comfort working in a fast-paced, professional office environment with frequent visitor and vendor interactions.

Qualifications

• Proven experience providing administrative support and front office or reception services.
• Demonstrated ability to greet and direct visitors with enthusiasm, professionalism, and courtesy.
• Strong administrative assistance skills, including organizing, scheduling, and managing multiple tasks.
• Proficiency with Microsoft Outlook for email, calendar management, and scheduling.
• Comfort with technology and systems, demonstrating a tech-savvy approach to tools and software.
• Experience coordinating basic meeting and event logistics, including room reservations and support resources.
• Experience providing administrative support to multiple teams such as administration, mail room, or copy/publication services.
• Familiarity with coordinating property or building maintenance requests and working with building management, security, and engineering teams.
• Ability to identify issues impacting front desk operations and propose practical solutions.
• Flexibility to work irregular and/or extended hours to support events or changing business needs.
• Strong customer service orientation with the ability to create a positive guest and group experience.
• Attention to detail when maintaining visitor records, reception rosters, and vendor contact lists.
• Comfort working in a fast-paced, professional office environment with frequent visitor and vendor interactions.