Receptionist

SUMMARY:

The Receptionist plays a crucial role in maintaining a welcoming and organized office environment by serving as the first point of contact for visitors and callers, and managing day-to-day operations. This position ensures smooth communication by managing emails, multi-line phone systems, and directing inquiries, while also supporting office functions such as maintaining office supplies and coordinating meeting logistics. By providing essential administrative support, the Receptionist contributes to the overall efficiency and professionalism of the office, ensuring a positive experience for both internal and external stakeholders.

ESSENTIAL DUTIES & RESPONSIBILITIES:

Accountability Statements

• Create a welcoming atmosphere by being the first point of contact for visitors, clients, employees, and callers, ensuring a positive first impression of the company. Demonstrate an understanding of building and department operations to assist with inquiries and direct them appropriately.
• Answer and route phone calls promptly and professionally via the switchboard (centralized phone system), managing inquiries and directing them to the appropriate departments or individuals. Use knowledge of building and departmental operations to ensure minimal disruption to daily activities.
• Maintain the executive suite's cleanliness and organization by ensuring conference rooms, shared spaces, and common areas are tidy and well-maintained, staying informed about department schedules to assist with space management.
• Oversee office supplies and equipment by monitoring stock levels and coordinating with vendors to ensure printers, office materials, and other shared spaces are always stocked and ready for use.
• Distribute incoming mail and packages efficiently to the appropriate recipients, ensuring timely delivery and smooth office operations while understanding department and building-specific delivery requirements.
• Support meeting preparation by ensuring all necessary materials, equipment, and logistics are in place for conference rooms and meeting spaces, coordinating with departments to ensure everything needed for business activities is in place. Overall contributing to the smooth execution of business activities
• Actively promote an inclusive workplace environment that values and allows all individuals to feel welcome, supported, and able to contribute to the fullest potential
• Perform other work-related duties as directed by manager/supervisor

SUPERVISION RECEIVED: Supervision is provided by Chief of Staff, and includes assignment of duties, inspection of work, training, coaching, and performance evaluation.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

BASIC QUALIFICATIONS:

• High school diploma or equivalent required; additional administrative or office management training preferred
• Minimum of three years’ experience in a receptionist or administrative support role
• Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, and Teams) experience is a must
• Proficient in using office equipment (e.g., multi-line phone systems, printers, copiers)
• Strong organizational and multitasking skills with the ability to manage a high volume of tasks in a fast-paced environment
• Demonstrated verbal and written communication skills, with a strong focus on delivering excellent customer service

PHYSICAL DEMANDS: The physical demands described in this job description are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK SCHEDULE: The work schedule for this position typically fluctuates based upon the needs of a particular event or project, which would require the ability to work a flexible schedule including late nights, early mornings, long days, weekends, and holidays.

SERVICE EXPECTATIONS: Should be prepared to adjust schedule based on departmental and/or operational needs, allowing for responsiveness to changing workloads and emergencies as they occur.

DRESS CODE: Business casual. In order to project dignity and decorum expected by the public, appropriate dress and good grooming are expected of all employees.