Front Desk Receptionist

Administrative Assistant / Front Desk Receptionist
Lewis-Burke Associates, LLC

Position Summary

Reporting to the Director of Operations, the Administrative Assistant / Front Desk Receptionist supports daily office operations and provides a professional, welcoming experience for staff, clients, and visitors. Primary responsibilities include answering calls on the main Lewis-Burke phone line, greeting visitors, supporting office requests, and providing administrative assistance in office management, reporting, hospitality, and planning.

This in-office position requires dependability, attention to detail, and the ability to manage competing priorities in a fast-paced professional environment.

Core Responsibilities

• Maintain accuracy when taking messages, preparing correspondence, and coordinating visitor arrangements.

• Follow established procedures and complete assignments accurately and on time.

• Anticipate routine needs and prepare proactively for upcoming meetings, events, and administrative tasks.

• Communicate effectively with operations staff and management, providing timely updates and identifying issues requiring attention.

• Handle confidential information with discretion and professionalism.

Functions by Category

Office Management

• Manage front desk activities, including answering and routing calls, greeting guests, sorting mail, and distributing packages.

• Support office security and visitor access through the tenant portal; coordinate authorized door access settings and report safety concerns.

• Maintain conference room calendars and coordinate reservations for internal meetings.

• Submit IT support tickets and coordinate follow-up when equipment or systems are not operational.

• Coordinate maintenance and repairs for office equipment and kitchen appliances.

• Maintain effective working relationships with vendors supporting building services, property management, office equipment, supplies, and deliveries.

• Coordinate deliveries and vendor site visits, ensuring required certificates of insurance (COIs) are submitted to property management in advance.

• Participate in regular meetings with the Director of Operations to review priorities, assignments, and outstanding issues.

Reporting

• Generate, format, and distribute monthly client activity reports accurately and by established deadlines.

• Review staff expense reports and travel bookings for approval 

Hospitality

• Keep the reception area, kitchen, and conference rooms orderly, presentable, and ready for use.

• Welcome guests, offer refreshments, notify their hosts, and escort them to the appropriate meeting space.

• Confirm meeting technology needs and coordinate with IT or designated staff to ensure rooms are properly equipped.

• Keep kitchen supplies and refreshments replenished, including preparing coffee and stocking water.

• Work with staff to coordinate meetings, events, and catering.

• Coordinate the front desk coverage schedule to ensure coverage throughout office hours.

• Assist with meeting and event setup, guest check-in, and cleanup.

Planning

• Maintain office supply inventory, review needs weekly, and place orders within approved purchasing guidelines.

• Arrange catering for office and client events, accounting for headcounts, dietary restrictions, budgets, and delivery instructions and schedules.

• Support the Social Committee in planning the annual holiday party and staff outings.

• Assist with venue research, holiday card lists and orders, event materials, party favors, and other planning details.

Qualifications

• Bachelor’s degree.

• Proficiency in Microsoft Excel, Word, Outlook, and PowerPoint.

• Strong verbal and written communication skills.

• Excellent interpersonal skills and a collaborative approach to working with others.

• Strong organizational skills, attention to detail, and the ability to prioritize multiple assignments.

• Dependability, punctuality, and a demonstrated commitment to professional and ethical standards.

• Ability to lift and move office supplies and event materials weighing up to 25 pounds, with reasonable accommodation as needed.

Salary Range: $20-$25 per hour depending on experience, eligible for overtime for client event support.

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