Corporate Services Admin (Receptionist)

Essential Responsibilities

• Serve as the first point of contact for visitors, employees, and vendors; Greet and welcome visitors promptly in a professional and courteous manner.
• Provide high-quality customer service and support internal teams as needed.
• Answer, screen, and forward incoming calls using a multi-line phone system and direct inquiries to the appropriate personnel or department.
• Check all general voicemail greetings and disseminate messages appropriately.
• Absorb and announce on-site visitors to determine the nature of business.
• Maintain the visitor sign-in process, issue access badges, and monitor visitor access to maintain security protocols.
• Maintain a professional reception area, ensuring it is clean, organized, and presentable at all times.
• Maintain confidentiality of sensitive information.

Office Mail

• Receive, open, sort, and accurately distribute all incoming mail and deliveries daily.
• Accurately scan mail to various departments in alignment with established guidelines and deliver physical copies to personnel mailboxes daily.
• Responsible for accurately managing outgoing mail request via USPS, Certified-mail, FedEx and/or UPS.
• Label and coordinate all overnight shipment, and ensure all overnight packages go out for delivery the same day requested.
• Cook up and coordinate all pickups and deliveries of mail and packages.

Office Operations and Corporate Service Administration

• Provide general administrative support, including scheduling appointments, managing meeting room bookings and setup, and temporary desk/office assignments.
• Support internal office events, training, and functions.
• Maintain smooth daily office operations, including opening and closing procedures.
• Ensure cleanliness and organization of common areas (kitchens, meeting rooms, supply rooms, reception area, etc.); Ensure meeting room readiness after each meeting.
• Ensure kitchen supplies, snacks and beverages are fully stocked.
• Cook up office maintenance requests in collaboration with Corporate Services Manager.
• Support corporate service onboarding and offboarding logistics (access badges, workspace set up, assemble, prepare and distribute new hire packages, etc.).
• Maintain supply inventory by checking stock to determine inventory level, anticipate needed supplies, and stock all supply areas; Support office supply orders on a monthly basis.
• Maintain paper and toner for all office copiers/printer machines.
• Serve as a liaison between corporate services team and other departments.
• Aid with special projects and ensure operational efficiencies.

Asset Management and Reporting

• Maintain and update corporate service documentation, guides, logs, reports and systems.
• Maintain accurate office assets such as access badges and keys and report discrepancies.
• Aid with special projects and other administrative tasks as assigned by management.

Requirements

• A High School Diploma or equivalent required; Associate degree preferred.
• Minimum of 2 years of experience in a receptionist or administrative support role.
• Excellent interpersonal and communication skills, Professional and friendly demeanor.
• Strong communication skills, both written and verbal with the ability to multi-task.
• Demonstrated use of critical thinking and problem-solving skills when issues arise.
• Experience using virtual, multi-line phone systems, and managing visitor access protocols.
• Experience working with multi-function printers with the ability to scan and send documents as an email attachment.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Experience configuring basic copier settings, certified mail and using postage machines.
• Strong organizational and time-management skills with the ability to prioritize multiple tasks.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Google.
• Ability to lift 20lbs and sit at a computer for extended periods (up to 8 hours).
• Ability to work independently on-site as part of a team while supporting a hybrid workforce.

Benefits

The hourly range for this position is $23.13 - $28.00, and may be eligible for an annual discretionary incentive.

All employees must be legally authorized to work in the United States. The company will not sponsor applicants for work visas.