Receptionist

Position Overview:

We are seeking a professional, personable, and highly organized Office Receptionist to serve as the first point of contact for our company. In this vital role, you will welcome clients, visitors, and staff with warmth and professionalism, while efficiently managing front desk operations. You’ll play a key part in ensuring the smooth day-to-day functioning of the office and supporting various departments with administrative tasks.

Key Responsibilities:

• Front Desk Management:

  • Greet and welcome clients, visitors, and staff in a courteous and professional manner.

  • Manage visitor sign-in procedures, issue ID badges, and ensure compliance with company access policies.

  • Maintain a clean, organized, and visually appealing reception area that reflects the company’s brand and culture.

• Communication & Call Handling:

  • Answer, screen, and direct incoming calls using a multi-line phone system, ensuring all inquiries are handled promptly and professionally.

  • Respond to general inquiries via phone, email, or in-person, providing accurate information or routing requests to the appropriate person.

  • Take clear and accurate messages, ensuring timely and confidential delivery to the intended recipients.

• Scheduling & Coordination:

  • Manage calendars for staff and executives, including scheduling appointments and internal/external meetings.

  • Coordinate with internal teams to support seamless daily operations and facilitate communication between departments.

  • Book and prepare meeting rooms, including setting up conference calls and ensuring AV and IT equipment is functioning correctly.

• Mail & Supplies Management:

  • Sort, distribute, and manage all incoming and outgoing mail and packages.

  • Monitor inventory levels of office supplies and place orders as needed to ensure continuous availability.

• Administrative Support:

  • Assist various departments with administrative tasks such as data entry, formatting documents, compiling reports, and maintaining digital filing systems.

  • Use and maintain proficiency in office software, including Microsoft Outlook, Teams, Excel, Word, or Google Workspace.

  • Perform basic troubleshooting for office equipment and IT issues, escalating to the appropriate support teams when necessary.

• Compliance & Office Procedures:

  • Uphold and enforce visitor access and safety protocols.

  • Ensure confidentiality and integrity in handling sensitive information and documents.

Qualifications:

• Previous experience in a receptionist, administrative, or customer-facing role preferred.

• Excellent verbal and written communication skills.

• Strong organizational and time management abilities.

• Proficient in Microsoft Office Suite, Google Workspace, and multi-line phone systems.

• Friendly, professional demeanor with a focus on customer service.

• Ability to multitask, prioritize, and remain calm under pressure.

• High school diploma or equivalent required; additional administrative training or certifications are a plus.