Administrative Receptionist

Description

Administrative Receptionist

Job Summary

The Administrative Receptionist plays a key role in ensuring smooth daily operations by providing administrative, office, and marketing support across the organization. This position serves as the first point of contact for visitors and callers, and supports a wide range of projects with efficiency, professionalism, and attention to detail. The ideal candidate is highly organized, proactive, and comfortable working in a fast-paced, team-oriented environment with limited supervision.

Key Responsibilities

Administrative & Office Support

• Provide administrative support to management and staff on time-sensitive projects and tasks.
• Prepare and edit documents including correspondence, reports, proposals, presentations, and memos.
• Manage internal processes such as monthly reporting, expense report preparation, and general data handling.
• Respond to internal and external inquiries via phone, email, and in person.
• Sort and distribute incoming mail and packages daily.
• Maintain supplies inventory and order office materials as needed.
• Coordinate maintenance and servicing of office equipment and facilities.
• Support process improvement initiatives and contribute to more efficient administrative practices.

Reception & Front Desk Duties

• Answer, screen, and direct incoming calls; maintain the company phone directory.
• Greet visitors and clients; manage visitor log and provide a welcoming experience.
• Take and relay messages accurately and promptly.
• Provide general information to callers and visitors.

Meeting & Event Coordination

• Schedule and coordinate internal and external meetings and appointments.
• Prepare meeting materials, agendas, and refreshments; manage setup and cleanup.
• Record and distribute minutes for team or client meetings as needed.
• Arrange travel, accommodations, and itineraries for staff.

Marketing & Client Support

• Assist in assembling marketing materials, presentations, and proposals.
• Provide support for client-related projects and initiatives.
• Attend client meetings and presentations when required.
• Maintain a strong understanding of company services, client relationships, and business goals.

Requirements

Qualifications

Education & Experience

• Some college coursework in a business-related field (or equivalent work experience).
• Minimum of 2–3 years of relevant administrative or receptionist experience.
• Experience in financial services or professional services environments preferred.

Skills & Competencies

• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Strong written and verbal communication skills; professional and friendly demeanor.
• Excellent organizational skills and the ability to prioritize multiple tasks.
• High attention to detail and accuracy in all work.
• Flexible and adaptable; able to work independently and collaboratively.
• Strong customer service orientation and team-first mindset.