Office Services Professional

About the role

Serve as the primary point of contact for all employees, visitors, vendors, and guests entering the office. Maintain a consistent and professional presence at the front desk during scheduled working hours (8:00 am to 5:00 pm).

Responsibilities

• Monitor conference room calendars and proactively identify meetings with expected external guests.
• Register guests in the building visitor management system and maintain accurate guest registration records.
• Maintain awareness of activity within the reception and visitor areas.
• Answer and route incoming phone calls professionally and promptly.
• Monitor and respond to or appropriately route general office voicemails.
• Take clear and accurate messages when necessary.
• Pick up incoming mail and packages daily and sort and distribute them to the appropriate employees or departments.
• Maintain FedEx/UPS log and receive and appropriately route courier, vendor, and office deliveries.
• Scan checks and designated mail items on the same business day they are received and update and maintain accurate check and mail logs.
• Provide administrative support to various operational departments as needed, including data entry, document preparation, spreadsheet updates, scanning, filing, and record maintenance.
• Assist with scheduling, calendar coordination, and basic meeting logistics when requested.

Requirements

• Previous related experience required
• Professional presence in both demeanor and appearance
• Proficient in Microsoft Excel and Word and general computer skills
• High school diploma or equivalent
• Excellent written and communication skills
• Excellent administrative and organizational skills
• Ability to work Monday thru Friday 8:00 am - 5:00 pm

Physical Requirements

• Stand or Sit: Continuously standing and sitting throughout the day
• Walking: Continuously walking throughout the day
• Use hand/fingers: Constantly operates a computer and other office productivity machinery
• Carry Weight: Frequently carry supplies, i.e. boxes, etc. up to 30lbs