Corporate receptionist

Job Title: Client Services Associate

Reports To: The Client Services Associate will report to the Client Services Supervisor, Client Services Manager, or equivalent leadership.

 

Job Overview:

The Receptionist provides exceptional service by greeting and assisting all visitors and answering inbound calls. Continuously offers the highest level of service to all corporate employees and their visitors. Maintains a professional image of the company by providing prompt, courteous and efficient service. As an effort to be a cross-trained team player, the receptionist may be called upon to assist in other SPS service areas such as, but not limited to mail/shipping operations, hospitality and general office/facilities work based on operational needs to provide a top tier customer experience. 

Overall, this position continuously offers the highest level of service to all client and SPS employees while maintaining a professional image of the company by providing prompt, courteous and efficient service. 

 

Duties and Responsibilities:

• Provide 5-star customer service to all employees and visitors across all forms of communication.
• Answer incoming telephone calls and route callers to the appropriate person or department. Handle calls in a professional and friendly manner.
• Log visitors into the system and ensure adherence to corporate policies, including signing the Non-Disclosure Agreement (NDA).
• Activate temporary employee badges, manage access cards, and escalate security issues when necessary.
• Assist with office administration tasks, such as scheduling meeting rooms, ordering catering, and providing light administrative support.
• Stock and inventory food and beverages for meetings and events, ensuring all areas such as the barista, pantry, conference rooms, and kitchen are replenished.
• Set up and break down conference rooms for meetings, events, and other onsite gatherings.
• Assist with minor facility needs, including light cleaning duties, monitoring office supplies, and performing small maintenance tasks.
• Provide reception and mail/office services coverage as needed.
• Proactively seek additional tasks during downtime and ensure the reception and work areas remain neat and organized.
• Build professional relationships with clients, colleagues, and teams, while maintaining composure and professionalism when interacting with all employees and visitors.
• Provide training and guidance for backup personnel on policies and procedures.

 

Competencies:

• Strong verbal and written communication skills.
• Excellent customer service skills.
• PC skills MS Office Suite experience.
• Ability to handle multiple tasks simultaneously.
• Good organizational skills.
• Working knowledge of MFD equipment.
• Requires knowledge and understanding of shipping/receiving procedures and ability to comprehend instructions.
• Possesses ability to work independently and capable of completing projects.
• Ability to determine correct method and packing material as well as validate packing slips for accuracy of incoming and outgoing materials.

 

Qualifications and Education Requirements:

• High School Diploma (or equivalent) required.
• 1-3 years of prior work experience, with a strong preference for experience in administrative, reception, or concierge roles.
• Strong organizational and time management skills.
• Analytical abilities and strong problem-solving aptitude.
• Proficiency in Microsoft Office Suite and ability to learn new computer-based systems (PC/Mac systems, multi-phone line systems, multifunctional devices, copiers, scanners, etc.).
• Superb written and verbal English communication skills.
• Ability to multi-task and prioritize tasks and customer needs efficiently.
• Must adhere to all company policies and maintain a professional appearance and attitude.
• Ability to work the hours assigned by the manager.

 

Physical Demands:

• Fine and/or gross motor skills, including the ability to grasp, lift, and move packages on a standard wheeled cart with a load capacity of 40 lbs.
• Ability to walk, bend, kneel, stand, or sit for extended periods of time.
• Manual dexterity required for operating office machinery (phones, copy machines, binding equipment, etc.).
• Ability to lift or move packages weighing 40 lbs. or greater frequently.
• Vision requirements include close vision, distance vision, color vision, pe