Receptionist

Key responsibilities

Front desk and reception

• Greet visitors, customers and vendors professionally and direct them to the right person.
• Answer and route incoming calls, take accurate messages and manage the general voicemail and email inboxes.
• Receive, sort and distribute mail and deliveries; prepare outgoing shipments.
• Keep the reception area, conference rooms and common spaces clean, stocked and presentable.
• Manage visitor sign-in and follow office security and access procedures.

Administrative support

• Partner with the Administrative Assistant to share and back up daily office tasks.
• Order and track office supplies; coordinate with vendors and building maintenance.
• Prepare, format and proofread correspondence, reports, spreadsheets and presentations.
• Maintain organized physical and digital filing systems.
• Schedule meetings, book conference rooms and coordinate travel as needed.
• Process and route invoices, expense reports and purchase requests for approval.

Sales team support

• Enter and update leads, contacts, orders and activity notes in the CRM; keep records accurate and current.
• Prepare quotes, proposals, order forms and contracts from approved templates.
• Track orders from submission through delivery and follow up on missing paperwork or payment details.
• Respond to routine customer inquiries about order status, pricing and product information, escalating as needed.
• Manage sales reps' calendars, schedule customer appointments, demos and follow-up calls.
• Compile weekly sales activity, pipeline and performance reports for the Sales Manager.
• Assemble sales and marketing materials, product literature and sample kits.
• Coordinate logistics for sales meetings, trainings, trade shows and customer visits.
• Take on other duties as assigned to support the sales team and office.

Qualifications

• High school diploma or equivalent.
• 1–2 years of experience in reception, customer service or administrative support.
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) or Google Workspace.
• Clear, professional phone manner and written communication.
• Strong organization and attention to detail, with the ability to juggle multiple requests.
• Reliable attendance and ability to work on-site in Stuart, FL.

Preferred

• Associate degree or coursework in business administration.
• Experience supporting a sales team or working in a sales office.
• Hands-on experience with a CRM (such as Salesforce or HubSpot).
• Familiarity with order entry, quoting or basic invoicing.
• Interest in fitness, consumer products or connected-fitness equipment.
• Bilingual English/Spanish.

Core competencies

• Customer focus: creates a welcoming first impression and resolves routine requests quickly.
• Organization: keeps calendars, files and order paperwork accurate and easy to find.
• Communication: relays information clearly between customers, sales reps and other departments.
• Teamwork: steps in to cover the Administrative Assistant and supports reps without being asked.
• Discretion: handles customer, pricing and employee information confidentially.
• Adaptability: shifts priorities smoothly during busy sales periods.

Work environment and physical requirements

This is an on-site, office-based role at our Stuart, FL location. Occasional early starts, late days or event support may be needed during peak sales periods.

• Sit at a desk and use a computer and phone for extended periods.
• Stand and walk to greet visitors and move around the office.
• Lift and carry packages, supplies and marketing materials up to 25 lbs.
• Work in a fast-paced environment with frequent interruptions.