Front Desk Assistant

JOB SUMMARY 

The Front Desk Receptionist is the first point of contact for visitors, vendors, and team members entering the site and plays a critical role in setting a professional and welcoming tone. Reporting directly to the Site Administrator this role provides front desk coverage and general administrative support to ensure smooth day-to-day site operations. The Receptionist works closely with the Site Administrator and the broader Site Leadership Team to support communications, scheduling, and event coordination. 
 

SCOPE OF ROLE 

The Front Desk Receptionist is responsible for creating a positive first impression for all visitors, while maintaining the efficiency and professionalism of the front office. This includes visitor management, phone support, administrative tasks, coordination of front office logistics, and cross-functional communication support. The receptionist acts as a liaison between internal and external stakeholders, playing an integral role in supporting site-wide events and operations. 

This position works in collaboration with the Site Administrator to support key responsibilities tied to site visits, leadership meetings, and internal communication touchpoints, ensuring continuity and professionalism across all guest and internal interactions. 
 

ESSENTIAL JOB DUTIES & RESPONSIBILITIES 

• Greet and welcome all site visitors, team members, and external guests with professionalism and a high level of customer service

• Manage the check-in process for visitors, including issuing badges, following security protocols, and notifying hosts of guest arrival. 

• Answer and route incoming calls, take messages, and respond to inquiries with efficiency and discretion. 

• Supports the New Team Member Orientation (NEO) in partnership with People & Culture. 

• Maintain a clean, organized, and professional reception area and front desk workspace. 

• Provide administrative support including copying, scanning, filing, and preparing basic correspondence. 

• Assist the Site Administrator with organizing site tours, town halls, and events as needed. 

• Coordinate and receive deliveries, distribute mail and packages, and maintain a mail log when applicable. 

• Order and maintain inventory of front office supplies and coordinate service requests as needed. 

• Reserve meeting rooms and assist with room set-up, ordering food, and managing logistics for on-site meetings. 

• Support administrative tasks related to initial site visits and customer experience training, as directed. 

• May support other projects within People & Culture, including but not limited to setting up interviews, data entry, etc. 

• Serve as a liaison between departments for general site inquiries, helping to route issues or questions to the appropriate team members. 

• Ensure guests and team members are supported in accessing general information, documents, and forms as needed. 

QUALIFICATIONS 
 

Required: 

• High school diploma or equivalent; Associate’s degree or administrative certification preferred. 

• Minimum of 1–2 years of professional experience in an administrative or receptionist role, preferably in a corporate or life sciences environment. 

• Strong communication and interpersonal skills with a customer-service orientation. 

• Professional appearance and demeanor with the ability to interact across all levels of the organization. 

• Proficient with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint). 

• Ability to manage multiple priorities in a fast-paced environment and demonstrate discretion with confidential information. 

CORE COMPETENCIES & SKILLS 

• Excellent organizational skills and attention to detail. 

• Friendly, welcoming, and service-oriented mindset. 

• Ability to work independently and as part of a team. 

• Comfortable with ambiguity and able to adapt to evolving responsibilities. 

• Demonstrated commitment to professionalism, punctuality, and dependability. 

COMPENSATION

$23.31 - $32.05 / Hour