Description

OVERVIEW

The Receptionist is the first point of contact for everyone who visits or contacts Conifer’s corporate office and sets the tone for a welcoming, professional, and well-run workplace. The role greets and assists visitors, residents, vendors, and employees, manages incoming calls and correspondence, and keeps front-desk operations organized, accurate, and responsive. In addition to front-desk responsibilities, the Receptionist provides day-to-day administrative and workplace support, including mail and shipping coordination, conference room scheduling, onboarding and employee-recognition logistics, and general administrative assistance across departments.

RESPONSIBILITIES

Front desk and visitor experience

• Greet visitors, residents, vendors, and employees, providing exceptional customer service and creating a welcoming first impression.

• Announce visitors to the appropriate staff, maintain visitor logs, and monitor arrivals and departures throughout the day.

• Assist residents visiting the corporate office by answering questions and directing requests to the appropriate staff.

• Maintain an organized, professional, and presentable reception area.

Calls, mail, and communications

• Answer, screen, and route incoming calls to the appropriate departments.

• Manage incoming and outgoing mail, including certified and overnight shipments, package distribution, and daily post office deliveries.

• Coordinate courier services, including scheduling PDQ pickups.

• Sort and distribute mail for the Property Management team, scan documents, and electronically forward correspondence to assigned properties.

• Monitor and manage the company “Contact Us” email inbox, routing inquiries to the appropriate personnel and following up to ensure timely responses.

• Manage the Pitney Bowes postage system, submit service requests, and prepare monthly postage reports for Accounting.

Meeting and workplace support

• Schedule and coordinate reservable conference rooms and shared office spaces.

• Support break-room readiness by stocking supplies, refilling coffee stations, organizing refrigerators, and coordinating cleanliness.

• Coordinate recycling efforts, including returning cans and bottles as needed.

Onboarding, recognition, and administrative support

• Coordinate corporate new-hire onboarding logistics, including preparing and distributing onboarding materials and welcome packets.

• Coordinate employee-recognition logistics by distributing monthly service-anniversary and award letters and preparing balloons, signage, and other celebratory materials.

• Assist with data entry, administrative tasks, and special projects, and provide cross-functional support during peak workloads.

Requirements

EXPERIENCE

• Prior experience in a reception area, customer service, or administrative support role preferred.

• Experience answering and routing multi-line phone calls and managing front-desk traffic preferred.

• Experience handling mail, shipping, and package distribution preferred.

• Working proficiency with Microsoft Office applications.

• Experience supporting multiple departments or handling shifting priorities in a professional office environment preferred.

SKILLS AND COMPETENCIES

• Strong customer-service orientation with a warm, welcoming, and professional presence.

• Clear and courteous oral and written communication skills.

• Discretion and sound judgment when handling confidential or sensitive information.

• Excellent organizational skills, with the ability to prioritize and manage multiple requests at once.

• Attention to detail and accuracy in data entry, logs, records, and correspondence.

• Ability to remain composed, responsive, and service-focused during busy periods or interruptions.

• Dependability and consistent punctuality, given the front-desk nature of the role.

• Ability to work independently while contributing effectively to a team.

TECHNOLOGY AND EQUIPMENT

• Multi-line telephone system, computer, and standard office productivity tools.

• Microsoft Office applications and business email, including shared and departmental inboxes.

• Postage and shipping platforms, including the Pitney Bowes postage system and courier scheduling tools.

• Copiers, scanners, and printers for document handling, scanning, and electronic distribution.

• Shared calendar and conference room scheduling tools.

PHYSICAL AND WORK REQUIREMENTS

• Regular on-site presence at the corporate office during scheduled business hours.

• Frequent in-person, telephone, and email interaction with visitors, residents, vendors, and employees.

• Extended