Receptionist

About the Role

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.

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.

Requirements

• 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