Front Desk & Reception Specialist

Responsibilities

• Welcome all visitors, including clients, vendors, and guests, creating a warm and professional first impression.
• Greet guests by name and offer newspapers, refreshments, and parking validation.
• Maintain a neat and inviting reception area, conference rooms, and kitchenette.
• Organize and refresh reading materials in the lobby.
• Load and unload the dishwasher daily and ensure catering areas are stocked with necessary supplies.
• Monitor and report facility maintenance needs such as repairs or light replacements.
• Manage conference room scheduling, availability, and readiness.
• Check and report any issues with conference room technology (phones, projectors, computers, tablets).
• Coordinate setup of conference room tables, chairs, and technology as needed.
• Order, set up, and clean up food for meetings and trainings.
• Operate the main switchboard by answering, screening, and transferring incoming calls, including processing payments over the phone when needed.
• Manage incoming and outgoing mail and packages, including courier coordination and tracking.
• Provide administrative support to various teams, including:
• Preparing for meetings and seminars.
• Creating and formatting documents in Microsoft Word, Excel, and PowerPoint.
• Assisting with client invoice and statement distribution.
• Reviewing and proofreading documents as requested.
• Perform additional administrative or office support duties as assigned.

Qualifications

• High school diploma required.
• Two to three years of administrative or office support experience required; at least one year of receptionist experience preferred.
• Strong interpersonal skills, professional demeanor, and client service orientation.
• Ability to manage multiple priorities in a fast-paced environment with high attention to detail.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint).
• Strong written and verbal communication skills.
• Ability and willingness to learn and use new technology tools.
• Demonstrated commitment to professionalism and ethical standards.