Receptionist

 

Job Title: Receptionist 

 

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

Job Overview:

The Receptionist provides exceptional, high-touch service as the first point of contact for all visitors, clients, investors, and employees. This role is responsible for managing the front desk, greeting and checking in visitors, answering inbound calls, and providing administrative and operational support to executive, operations, and onsite teams.

The ideal candidate is highly organized, personable, and professional, with the ability to manage multiple responsibilities efficiently while maintaining discretion and confidentiality. As a cross-trained team player, the Receptionist may also support mail/shipping operations, hospitality services, and general office or facilities functions based on operational needs, ensuring a consistently polished and welcoming office environment.

Overall, this position delivers a 5-star customer experience while maintaining a professional image of the company through prompt, courteous, and efficient service.

Key Responsibilities:
Front Desk & Client Experience

• Serve as the primary point of contact for all visitors, ensuring a professional, welcoming, and secure front desk experience.
• Greet, check in, and log visitors into the registration system while ensuring compliance with company policies, including NDAs.
• Maintain the reception area in a neat, organized, and presentable manner at all times.

Phone, Email & Communication Management

• Answer, screen, and route inbound calls (including confidential and global calls) using company-wide phone systems.
• Respond to and distribute communications professionally and expeditiously.
• Prioritize inquiries and escalate issues to the appropriate chain of command when needed.

Administrative & Operational Support

• Provide light administrative support such as scheduling meeting rooms, coordinating catering, preparing documents, filing, and data entry.
• Assist executives and team members with general office tasks as needed.
• Take initiative to proactively support teams during downtime.

Meeting, Event & Hospitality Support

• Assist with conference room and meeting room setup and breakdown for meetings and events.
• Support hospitality services, including stocking kitchens, pantry, barista, and service areas.
• Help troubleshoot basic facility or service requests, including ticket submissions when needed.

Mail, Shipping & Office Supplies

• Receive, log, sort, distribute, and track incoming mail and packages; coordinate outgoing shipments.
• Notify employees of deliveries or route items to the mailroom as appropriate.
• Monitor office supply levels and replenish or order supplies as needed.

Access & Security Support

• Issue temporary badges and facility access cards.
• Follow up on loaned access cards and coordinate with Security as needed.
• Maintain confidentiality and professionalism when handling sensitive information.

Technology & Equipment Support

• Assist with basic troubleshooting of office equipment, phones, printers, copiers, and conference room technology.
• Support copy/print requests and monitor equipment functionality.

Competencies

• Driven by client and customer satisfaction
• Strong integrity and business ethics
• Excellent verbal and written communication skills
• Polished, professional demeanor and appearance
• Strong organizational and time-management skills
• High attention to detail and accuracy
• Ability to maintain confidentiality and discretion
• Adaptable, fast learner, and collaborative team player
• Comf