SUMMARY

The Receptionist will serve as the first point of contact for visitors and staff while providing essential administrative and facilities support. This role plays a key part in ensuring the smooth day-to-day operations of our office environment.

RESPONSIBILITIES:

• Greet visitors in a professional and courteous manner, ensuring a positive first impression of the organization.
• Notify staff of visitor arrivals and manage visitor sign-in procedures.
• Answer and direct incoming phone calls to the appropriate departments.
• Order, track, and maintain adequate inventory levels of office and cleaning supplies.
• Manage coffee station supplies, including ordering, restocking, and ensuring equipment is clean and operational.
• Oversee the vending machine program, coordinating restocking and reporting service needs as required.
• Assist the Facilities Manager with scheduling preventive and reactive maintenance for building systems and equipment.
• Serve as a point of contact for vendors and service technicians, coordinating access and scheduling.
• Assist the Executive Administrative Assistant with the coordination and logistics of management meetings and events held in the building.
• Prepare and set up conference rooms and event spaces prior to meetings, ensuring rooms are clean, properly arranged, and stocked with necessary supplies and materials.
• Assist with breakdown and reset of meeting and event spaces following use.
• Support the scheduling and coordination of recurring and special meeting room bookings as needed.
• Operate and maintain the postage/mail machine, ensuring it is funded and in working order.
• Sort and distribute incoming mail and packages to the appropriate departments in a timely manner.
• Prepare and process outgoing mail and shipments as needed.
• Label/sticker all chemicals (including cleaning supplies) with proper identification
• Ensure that proper PPE is maintained and available in the area where we are storing cleaning and maintenance supplies

REQUIREMENTS:

• High school diploma or equivalent required; associate degree preferred.
• 1–2 years of experience in a receptionist, administrative, or office support role.
• Proficiency in Microsoft Office Suite (Word, Outlook, Excel).
• Strong organizational and multitasking abilities.
• Excellent verbal and written communication skills.
• Professional, welcoming demeanor with a customer-service mindset.

PHYSICAL DEMANDS

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

While performing the duties of this job, the employee is regularly required to sit, use hands and fingers, handle or feel, reach with hands and arms, and talk and hear. The employee is frequently required to stand and walk. The employee must regularly lift and/or move up to 10 pounds and frequently lift and/or move up to 25 pounds.

KNOWLEDGE, SKILLS and ABILITIES:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Analytical – Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs work flows and procedures.
• Problem Solving – Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
• Technical Skills – Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.
• Customer Service – Responds promptly to customer needs; Responds to requests for service and assistance; Meets commitments.
• Interpersonal Skills – Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others’ ideas and tries new things.
• Oral Communication – Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Participates in meetings.
• Written Communication – Writes clearly and informatively; Able to read and interpret written information.
• Teamwork – Balances team and individual responsibilities; Exhibits objectivity and openness to others’ views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone’s efforts to succeed.
• Ethics – Treats people with respect; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
• Organizational Support – Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization’s goals and values.
• Strategic Thinking – Adapts strategy to changing conditions.
• Planning/Organizing – Prioritizes and plans work activities; Uses time efficiently; Sets goals and objectives.
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• Professionalism – Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
• Quality – Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
• Quantity – Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly
• Safety and Security – Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.
• Adaptability – Adapts to changes in the work environment; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
• Attendance/Punctuality – Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
• Dependability – Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals.; Completes tasks on time or notifies appropriate person with an alternate plan.