Position Summary
The Receptionist serves as the first point of contact for visitors, customers, vendors, and employees, providing exceptional customer service while ensuring the efficient operation of the front office. This position is responsible for managing incoming communications, greeting guests, coordinating appointments, and performing a variety of administrative support functions. The ideal candidate is professional, organized, detail-oriented, and able to multitask in a fast-paced environment.
Essential Responsibilities
Front Desk & Customer Service
-
Greet visitors, clients, vendors, and employees in a professional and courteous manner.
-
Determine the nature of each visitor's business and direct or escort them to the appropriate department or employee.
-
Answer, screen, and route incoming telephone calls accurately and efficiently.
-
Provide general information regarding the company, office locations, departments, employees, and services.
-
Receive and relay messages promptly to the appropriate personnel.
-
Respond to customer inquiries and assist in resolving routine questions or concerns while escalating complex issues as appropriate.
Tenant & Facilities Coordination
-
Serve as the primary front desk point of contact for tenants, vendors, visitors, and employees, providing professional assistance and directing inquiries to the appropriate department.
-
Coordinate visitor access to support building security.
-
Receive, document, and communicate tenant maintenance requests or facility concerns to the Facilities Manager.
-
Coordinate building maintenance appointments, vendor visits, and facility inspections as directed by the Facilities Manager.
-
Assist maintenance personnel, contractors, and service providers with scheduling and building access.
-
Monitor the appearance and cleanliness of reception, conference rooms, break rooms, and other common areas, reporting maintenance or housekeeping needs promptly.
-
Coordinate conference room reservations and ensure meeting spaces are prepared for internal meetings and visitors.
-
Receive and coordinate deliveries, mail, office supplies, and facility-related shipments.
-
Monitor office and breakroom supply inventory and coordinate replenishment as needed.
-
Communicate facility-related issues, safety concerns, and building updates to the appropriate personnel.
-
Provide administrative support for office moves, workspace setup, and other office coordination activities as assigned.
-
Build positive working relationships with building management, tenants, vendors, and service providers to support efficient daily office operations.
Mail & Document Management
-
Collect, sort, distribute, and prepare incoming and outgoing mail, courier deliveries, and packages.
-
Coordinate deliveries with vendors and shipping providers.
-
Maintain records related to mail distribution and office correspondence when required.
Qualifications
-
High school diploma or equivalent required.
-
Minimum of one (1) year of receptionist, administrative assistant, or customer service experience preferred.
-
Excellent verbal and written communication skills.
-
Professional demeanor with exceptional customer service skills.
-
Strong organizational skills with the ability to prioritize multiple tasks.
-
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, and Teams).
-
Accurate data entry and strong attention to detail.
-
Ability to maintain confidentiality and exercise sound judgment.
-
Ability to work independently and collaboratively within a team environment.
Physical Requirements
-
Prolonged periods of sitting, standing, and using a computer.
-
Ability to occasionally lift and carry office supplies or packages up to 25 pounds.
-
Frequent use of office equipment including computers, telephones, copiers, and printers.
Core Competencies
-
Professionalism and customer service
-
Communication and interpersonal skills
-
Organization and time management
-
Attention to detail
-
Problem-solving and initiative
-
Reliability and dependability
-
Adaptability in a fast-paced environment
