Reception

Position Summary: The Receptionist serves as the first point of contact for clients and visitors, ensuring a welcoming and professional atmosphere. This role involves managing front desk operations, coordinating appointments, handling mail and communications, and performing general office duties to support the smooth functioning of the organization.

Key Responsibilities:

Front Desk Operations:

• Open the office daily by unlocking front doors and turning on lights.
• Greet clients and visitors warmly, offering water and coffee, and ensuring their comfort.
• Maintain the cleanliness and organization of conference rooms between appointments.
• Turn off lights and lock doors at the end of the day.

Communications Management:

• Check and manage voicemail messages, forwarding them to the appropriate staff with clear and concise details.
• Monitor and sort incoming emails, forwarding them to relevant team members with follow-up notes when needed.
• Ensure timely communication and accurate record-keeping for all messages and documents.
• Take primary responsibility for communicating with IT support and assist with management of website and social media platforms.

Appointment Coordination:

• Prepare conference rooms for appointments by setting up air purifiers and pulling up client files on TV screen.
• Pull up relevant client documents and ensure they are ready for use during meetings.
• Clean conference room surfaces between appointments.

Mail and Banking Duties:

• Process incoming mail, faxes, and packages, scanning, stamping, and distributing them appropriately.
• Handle outgoing mail and errands, including banking and FedEx/UPS drop-offs.
• Manage checks, ensuring proper handling and documentation, and deposit funds as quickly as possible.

Administrative Support:

• Record and compile minutes during bi-weekly staff meetings, distributing them to the team.
• Order and coordinate staff lunch for Thursday meetings within the provided budget.
• Maintain and update client billing and receipts spreadsheets.
• Provide administrative support to leadership and other team members, including scheduling, correspondence, and file management.

Office Maintenance and Organization:

• Restart conference room computers at the end of the day if used.
• Manage office supplies and maintain an organized front desk area.

Office Administration:

• Oversee the daily office operations to ensure efficiency and smooth functioning.
• Regularly (weekly or biweekly) check inventory of all office supplies and order replacements and refills as appropriate.

Team Support:

• Maintain reports on certain identified metrics indicating the efficiency of the office and suggest new metrics and improvements to the report.