What are the responsibilities and job description for the Receptionist position at Vaco by Highspring?
Job Summary:
As the Receptionist, you will serve as the initial point of contact, creating the first impression for employees, guests, and service providers. We are looking for someone with a polished, confident demeanor, both in appearance and communication, who can positively contribute to the success of our business.
Key Responsibilities:
- Share responsibilities at a busy reception desk, working closely with another receptionist to manage assignments and desk duties.
- Greet visitors warmly and professionally, escorting them to their designated conference rooms or offices.
- Monitor and tidy conference rooms and the CEO's office after meetings, ensuring they are returned to their original state.
- Maintain a neat and orderly office environment, with a primary focus on the lobby area.
- Answer, screen, and direct incoming phone calls, providing basic company information as needed.
- Receive, sort, and distribute daily mail, deliveries, and couriers.
- Follow security protocols by controlling access, monitoring logbooks, and issuing visitor badges.
- Update calendars and schedule meetings or appointments for various individuals and departments.
- Assist with organizational projects and collaborate on event planning.
- Keep accurate records of office expenses and costs.
- Run errands and handle tasks such as filing, photocopying, and ordering supplies.
- Assist with expense reports and book travel arrangements, including preparing travel itineraries.
- Manage kitchen and stockroom supplies, ensuring office supply closets and snacks are well-stocked.
- Coordinate building maintenance requests and office upkeep, paying attention to detail.
- Perform other duties as assigned by management.
Qualifications & Competencies:
- High School diploma required; college degree preferred, or equivalent work experience.
- At least one year of experience as a receptionist or in a professional office environment.
- Proficiency with Microsoft Office Suite; experience with Concur software is a plus.
- Experience in making travel arrangements and creating itineraries.
- Strong written and verbal communication skills.
- Excellent organizational skills, with the ability to multitask, prioritize, and work well under pressure.
- Ability to work effectively both independently and as part of a team.
- Resourceful and proactive in addressing issues that may arise.
- Professional appearance and business office attire.
- Reliable transportation.
- Proficient in operating necessary office equipment (e.g., phone, fax, copier, scanner, computer).
Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .
Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.
By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Vaco by Highspring and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
- Virginia residents may access our state specific policies here.
- Residents of all other states may access our policies here.
- Canadian residents may access our policies in English here and in French here.
- Residents of countries governed by GDPR may access our policies here.
Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:
- the individual's skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.
