Receptionist

JOB SUMMARY

The Receptionist is responsible for providing excellent customer service by greeting visitors, managing incoming calls, and maintaining a professional reception area. The role performs general office tasks, such as handling mail, managing the office calendar, and operating office equipment. The Receptionist will also provide administrative support to the team.

ESSENTIAL DUTIES, FUNCTIONS, AND RESPONSIBILITIES

• Operate multi-line phones to answer, screen, or forward calls, provide information, and take messages.
• Provide walk-in customer service by directing visitors to the appropriate person or department.
• Maintain detailed calendars, coordinate schedules, prioritize meeting requests and logistics, and arrange all aspects of travel for senior leadership upon request.
• Process physical mail, including postage, reporting, and mailbox management.
• Receive and send packages, including UPS and FedEx shipments.
• Oversee standard office equipment and supplies (printer, ink, toner, and paper), and report any malfunctions to the appropriate person or department.
• Order, monitor, distribute, and restock office supplies to maintain inventory levels.
• Prepare conference room for meetings and organize catering, as requested.
• Perform general clerical duties, including photocopying, scanning, filing, and data entry.
• Provide administrative support to the team as needed.
• Exhibit exemplary attendance and punctuality.
• Comply with company policies and procedures.
• Perform other duties as assigned.

EDUCATION & RELATED EXPERIENCE

• A high school diploma or equivalent GED is required.
• A minimum of one year of previous experience in a customer service role is required.
• A valid driver's license and ability to be covered under the company's automobile insurance is required.
• Bilingual language skills are beneficial.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of customer service, administrative, and clerical procedures and systems such as word processing, managing files, and records.
• Working knowledge and ability to operate the company phone system and office equipment.
• Proficiency in using Microsoft Office Suite (Excel, PowerPoint, Word, and Outlook).
• Strong time management and organizational skills.
• Prioritize and multitask workload to meet established deadlines.
• Excellent customer service, organizational, and communication skills.
• Sense of discretion and willingness to maintain strict confidentiality of pertinent and sensitive information.
• A high degree of accuracy and attention to detail.
• Ability to maintain a high level of cooperation and rapport with all teammates to ensure accurate and efficient operations and service.
• Ability to communicate professionally and accurately via phone, email or in person.
• Ability to achieve company goals while adhering to best practices.