Position Overview
The Receptionist is the frontline ambassador for Quad's Corporate Headquarters and provides a professional, welcoming experience for executives, employees, clients, visitors, guests, and vendors. This highly visible role manages the front entrance and main phone line, connects people to the appropriate resources, and helps maintain a safe, polished, and ready environment that reflects Quad's culture and commitment to excellence.
The Receptionist works with a high level of dependability, discretion, and service orientation while balancing routine administrative work, visitor support, communication, and visual management of the reception area.
Key Responsibilities
Front Entrance and Visitor Experience
- Warmly welcome and assist executives, employees, clients, visitors, guests, vendors, and other members of the public in person and by telephone.
- Create a professional, inclusive, and hospitable first impression that reflects Quad's brand, culture, and values.
- Support visitor arrival and departure procedures, including directing visitors, notifying hosts, and following site access and security expectations.
- Anticipate visitor needs and coordinate with internal contacts to support a smooth, organized experience.
- Maintain confidentiality and use sound judgment when handling sensitive information, visitors, calls, and requests.
Communication and Administrative Support
- Answer and manage the Corporate Headquarters main phone line and direct calls to the appropriate person, department, or location.
- Respond to inquiries in person and by phone; provide accurate information or connect individuals with the appropriate resource.
- Coordinate with reception or front-desk contacts at other Quad locations when needed to support consistent communication and coverage.
- Sort, distribute, and prepare incoming and outgoing mail and other deliveries.
- Duplicate, organize, format, and distribute materials throughout the facility as needed.
- Compose, type, edit, and format correspondence, reports, memoranda, and other routine documents.
- Provide administrative and operational support as assigned, including assistance with recruiting activities, site celebrations, tours, and coverage needs in other business areas.
Visual Management, 6S, and Site Readiness
- Maintain visual ownership of the reception area and entrance so the space remains clean, organized, professional, and ready for the next visitor.
- Conduct routine visual checks of the outside entrance, lobby, reception desk, visitor materials, signage, and nearby areas; promptly address or escalate conditions that do not meet expected standards.
- Perform light housekeeping and 6S activities within the reception area, such as organizing materials, removing clutter, wiping high-touch surfaces when appropriate, and coordinating facility support when a condition requires more than routine upkeep.
- Identify and promptly communicate safety, security, facility, maintenance, or appearance concerns to the appropriate contact.
- Complete clear handoffs at the end of coverage periods so open visitor needs, deliveries, calls, and facility concerns are not missed.
Qualifications
Required
- High school diploma or equivalent.
- Ability to work approximately 20 hours per week during standard business hours, Monday through Friday, afternoons, with backup opportunities to scale up hours to 40.
- Strong customer service, interpersonal, and verbal communication skills.
- Ability to maintain a polished, professional, and welcoming presence in a highly visible role.
- Ability to work independently, manage multiple priorities, and follow through on commitments.
- Basic proficiency with phone systems, office equipment, email, and computer applications.
- Ability to maintain confidentiality and exercise good judgment in sensitive or unexpected situations.
Preferred
- Previous experience in reception, front desk, hospitality, administrative support, or customer service.
- Experience working with clients, executives, senior leaders, vendors, or other external visitors.
- Experience with Microsoft Office, Teams, Outlook, or similar business applications.
- Comfort with visual management, 6S, workplace organization, or maintaining a customer-facing environment.
Physical and Work Environment
- Work is primarily performed in an office and reception environment with regular interaction with people and routine use of office equipment.
- The role requires standing, walking, sitting, reaching, and handling lightweight materials or equipment as needed to support the reception area and administrative duties.
- The work environment may include routine movement through the Corporate Headquarters campus and occasional exposure to manufacturing or facility areas while following all applicable safety requirements.
Performance Expectations
- Provides a consistently professional, inclusive, and welcoming experience.
- Maintains a reception area that is visually organized, clean, and ready for visitors.
- Responds promptly and accurately to calls, visitors, deliveries, and requests.
- Demonstrates dependable attendance, punctuality, sound judgment, and effective follow-through.
- Supports Environment, Throughput, and Measurements by maintaining safe and orderly conditions, reducing avoidable delays and confusion, and completing work accurately and efficiently.
20 hours a week, M-F, afternoons.
#LI-AH1
As a global marketing experience company, Quad's goal is to help our clients win every day. We use our data-driven integrated marketing and manufacturing platform to streamline solutions for our clients, reduce friction and enhance their marketing spend effectiveness. We've built a rich legacy by believing in our people, allowing them to act like owners and to take charge of their own success. Whether an operator, sales rep, a graphic artist or a clinician, we're all driven to perform at our best- for ourselves and our clients. At our core, we're a company that believes we can always create a better way.