Receptionist

Roles & Responsibilities

• Greet employees, clients, visitors, and vendors in a professional, friendly, and welcoming manner.
• Manage incoming phone calls efficiently by directing calls to appropriate personnel, taking accurate messages, and responding to inquiries professionally.
• Provide timely assistance and support to visitors and employees by directing them to the appropriate departments or resources.
• Maintain a professional front desk environment that reflects the service standards and values of Opensity Solutions.
• Monitor visitor check-in procedures and maintain visitor logs as required.
• Ensure a seamless and positive experience for all clients, guests, and visitors entering the workplace environment.
• Respond to client and guest requests promptly, professionally, and courteously.
• Address concerns, inquiries, and service requests efficiently while maintaining a high level of customer satisfaction.
• Build positive working relationships with employees, clients, vendors, and visitors through excellent communication and professionalism.
• Maintain a customer-focused approach while supporting workplace hospitality and operational service initiatives.
• Serve as a central communication hub for internal and external communications.
• Relay messages accurately and promptly through phone, email, and in-person communication channels.
• Clock in and out employees, manage payroll, and process timecards.
• Coordinate meeting schedules, visitor appointments, conference room reservations, and workplace calendars as needed.
• Support communication between departments to ensure smooth workplace operations and efficient coordination of activities.
• Maintain awareness of daily office activities, meetings, and visitor schedules to support operational readiness.
• Aid in sorting, distributing, and tracking incoming mail, packages, deliveries, and correspondence.
• Maintain organized office records, files, and documentation systems to support efficient retrieval and administrative operations.
• Monitor office supply inventory levels and coordinate replenishment as needed to maintain operational continuity.
• Assist with data entry, document preparation, scheduling, and additional administrative tasks as needed.
• Coordinate meeting room scheduling, event preparation, and workspace arrangements with internal departments and stakeholders.
• Assist in organizing workplace events, meetings, and conferences by ensuring required resources and room setups are completed.
• Support workplace security procedures by monitoring visitor access and ensuring compliance with established protocols.
• Respond appropriately to emergencies, workplace incidents, or security concerns by notifying designated personnel.
• Participate in workplace safety training and operational readiness initiatives as required.

Qualifications

• Education: High school diploma or equivalent required; associate or bachelor’s degree preferred.
• Experience: Minimum of 3–5 years of receptionist, front desk, customer service, or administrative support experience, preferably within professional services or legal environments.
• Technical Skills: Proficiency in Microsoft Office Suite, scheduling systems, communication platforms, and general office technology required.
• Certifications: Customer service, administrative support, workplace hospitality, or office management certifications are preferred but not required.