Bilingual Receptionist / Office Manager

ob description:

Receptionist/Office Manager

Position Summary
The Office Receptionist / Office Administrator is responsible for ensuring the smooth day-to-day operation of the office by maintaining a professional, organized, and welcoming environment. This role serves as the first point of contact for visitors, supports administrative functions across departments, manages office supplies and vendor relationships, and helps maintain the cleanliness and overall appearance of the office.

Essential Duties and Responsibilities

• Front Desk & Reception
• Greet and welcome visitors, vendors, and guests in a professional and friendly manner.
• Answer and direct incoming phone calls and emails.
• Manage visitor sign-in procedures and notify employees of arriving guests.
• Maintain a clean, organized, and professional reception area at all times.

Office Administration

• Manage calendars, schedule meetings, and coordinate conference room reservations.
• Provide administrative support to various departments as needed.
• Assist with document preparation, filing, data entry, and record maintenance.
• Coordinate internal communications and distribute mail and packages.

Office Maintenance & Organization

• Ensure the office remains clean, organized, and presentable throughout the day.
• Conduct routine inspections of office spaces, break rooms, conference rooms, and common areas.
• Coordinate with cleaning services and building management to address maintenance needs.
• Ensure office equipment is functioning properly and arrange repairs when necessary.

Vendor & Supply Management

• Order and maintain inventory of office supplies, kitchen supplies, and other necessary materials.
• Establish and maintain relationships with vendors and service providers.
• Track orders and ensure timely delivery of products and supplies.
• Follow up with vendors regarding delivery schedules, shortages, or service issues.

General Support

• Assist with company events, meetings, and employee activities.
• Support HR, Finance, Operations, and other departments with administrative projects.
• Maintain confidentiality of company information and records.
• Perform other duties as assigned.

Qualifications

• High school diploma or equivalent required; Associate's degree preferred.
• 5+ years of administrative, receptionist, or office support experience preferred.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Ability to multitask and prioritize in a fast-paced environment.
• Professional appearance and customer-service mindset.
• Strong attention to detail and follow-through.
• Reliable, dependable, and proactive in identifying and resolving issues.

Key Competencies

• Professionalism
• Accountability
• Organization
• Customer Service
• Communication
• Time Management
• Problem Solving
• Attention to Detail
• Dependability
• Initiative

Physical Requirements

• Ability to sit, stand, and walk for extended periods.
• Ability to occasionally lift and carry items up to 25 pounds.
• Ability to move throughout the office to inspect and maintain common areas.