Receptionist

****Please note this position is for a high capacity individual who loves to serve both internal and external teams. This team member plays an important role caring for all and providing concierge level service to both internal and external teams****

Receptionist / Concierge / Administrative Assistant

The Opportunity- The Receptionist / Concierge / Administrative Assistant serves as the first point of contact for visitors and callers, ensuring a professional and welcoming atmosphere. This role involves managing front desk operations, handling phone communications, providing administrative support, and maintaining office organization to enhance efficiency and workflow.

If you enjoy serving others, this may be the best role for you!

Key Responsibilities:

Reception & Client Interaction:

• Manage front desk operations, greeting all guests and clients with professionalism and warmth.
• Prioritize in-person interactions while efficiently handling multi-line phone systems (6 lines, 38 extensions).
• Ensure all visitors are promptly acknowledged, directed, and accommodated.
• Maintain a high level of hospitality, including offering refreshments and assisting with inquiries about office layout and amenities.

Phone & Communication Management:

• Answer calls promptly (by the second ring when possible) with a professional and friendly demeanor.
• Use complete sentences and active listening techniques to provide clear assistance.
• Take accurate messages, note caller details, and facilitate seamless call transfers.
• Coordinate with administrative staff to always ensure phone and front desk coverage.

Administrative Support:

• Provide ongoing assistance to project coordinators and office staff for various administrative tasks, including calls, emails, copying, printing, document preparation, and deliveries.
• Maintain organized digital files, including contacts, office team information, work anniversaries, and emergency contacts.
• Manage incoming and outgoing mail, including sorting, stamping, and handling overnight packages.
• Issue and log job numbers for new projects.

Office & Facility Coordination:

• Oversee conference room organization, ensuring cleanliness and restocking supplies as needed.
• Maintain the reception area and supply rooms, including replenishing printer paper, office supplies, and ensuring common areas are well-kept.
• Coordinate office plant care and minor maintenance tasks (e.g., replacing light bulbs, coordinating with service providers).
• Assist in coordinating lunch-and-learn events, scheduling, and confirming educational presentations.

Kitchen & Hospitality Responsibilities:

• Maintain kitchen cleanliness throughout the day, including loading/unloading the dishwasher and ensuring coffee supplies are stocked.
• Order and manage office kitchen supplies, including coffee, water, and snacks.
• Oversee refrigerator organization, regularly clearing out old items.

Errands & Miscellaneous Duties:

• Assist with material distribution, pickups, and deliveries to clients and vendors.
• Support partners with lunch orders and coordinate special office events.
• Monitor office cleanliness and address minor maintenance needs.

Required Skills & Qualifications:

• Proficiency in Microsoft Outlook, Word, and Excel.
• Strong customer service and interpersonal skills.
• Excellent verbal and written communication.
• Ability to multitask in a fast-paced environment while maintaining professionalism.
• Strong organizational skills and attention to detail.
• Prior administrative or receptionist experience preferred.
• The ability to lift and move light office supplies as needed.