Receptionist

Schedule: 8:00am-5:00pm; occasional early mornings/late nights to accommodate key meetings and events 

The Receptionist serves as the first point of contact for visitors and employees alike, creating a welcoming and professional experience that reflects the organization's culture. They are responsible for managing front desk operations while providing a broad range of administrative and office support services to ensure efficient daily operations. Success in this role requires excellent communication skills, sound judgment, professionalism, and a strong commitment to customer service. This individual will maintain a positive office atmosphere, support internal teams, and contribute to the overall effectiveness of administrative processes. 

Responsibilities

• Greet, welcome, and assist visitors, customers, candidates, vendors, and employees in a courteous, professional, and service-oriented manner.

• Manage incoming correspondence, direct inquiries appropriately, and relay accurate messages in a timely fashion

• Receive, sort, distribute, and track incoming mail, packages, and deliveries; prepare outgoing correspondence and shipments as required.
• Maintain the reception area, conference rooms, and common office spaces to ensure a clean, organized, and welcoming environment.
• Coordinate visitor check-in procedures and ensure adherence to office security and visitor management protocols.
• Provide administrative support including data entry, document preparation, filing, record maintenance, copying, scanning, and electronic document management.
• Maintain receipts and manage/submit expense reports on behalf of key senior leaders.
• Support Executive team and Board meetings, including event setup, food and beverage support, event cleanup/tear-down, etc.
• Monitor, order, and maintain office supplies, equipment, and inventory to ensure uninterrupted office operations.
• Schedule and coordinate internal meetings, conference rooms, and office functions, and general office operations, including preparing meeting materials and arranging logistics.
• Assist with onboarding activities for new employees, including preparing workspaces, coordinating materials, and supporting administrative tasks.
• Serve as a liaison with vendors, building management, and service providers to facilitate timely issue resolution and effective service delivery.
• Maintain accurate records and administrative documentation while ensuring information is organized and readily accessible.
• Support special projects and cross-functional initiatives as assigned by leadership or department stakeholders.
• Order and pickup lunch for senior leaders and VIP guests as requested. 
• Proactively identify opportunities to assist Executive Assistant/Administrative Assistants with their workloads. 
• Effectively manage competing responsibilities and adapt to changing business needs in a dynamic, fast paced office environment.
• Demonstrate professionalism, discretion, and strong customer service skills in all interactions.
• Maintain a clean, organized, and welcoming reception area.
• All other duties as assigned to meet evolving business needs.

Qualifications

• Education: High school diploma, GED, or equivalent required; Undergraduate degree from an accredited college or university preferred. 
• Experience: Prior experience as a receptionist, administrative assistant, or office support role, preferably in a professional office environment preferred.
• Strong verbal and written communication skills with the ability to interact effectively with individuals at all levels of the organization.
• Demonstrated ability to manage multiple tasks, prioritize responsibilities, and meet deadlines with minimal supervision.
• Excellent organizational skills, attention to detail, and commitment to accuracy.
• Strong customer service orientation with a friendly, professional, and approachable demeanor.
• Ability to exercise sound judgment, problem-solving skills, and professionalism when handling inquiries and resolving issues.
• Demonstrated discretion and confidentiality in handling and protecting sensitive information.
• Technical: Proficient with common office technologies, including Windows PCs, Microsoft O365 (Outlook, Word, Excel, PowerPoint, etc.) and web conferencing (Teams, Zoom, Webex, etc.)
• Environment: Comfort commuting to/from and working in a 100% on-site setting (listed in this posting), with travel for related meetings/events.

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