Receptionist

Overview

• Join a dynamic team as a Receptionist, providing essential support and ensuring smooth daily operations.
• Serve as the first point of contact for guests, enhancing their experience with professionalism and efficiency.
• Coordinate conference room schedules and maintain their readiness for meetings and events.
• Manage incoming calls, routing them effectively to appropriate departments or individuals.
• Collaborate with IT for audio/visual setup and troubleshooting during meetings.
• Oversee facility maintenance requests, ensuring timely resolution of issues.
• Maintain compliance by managing vendor Certificates of Insurance (COIs).
• Contribute to a positive work environment through effective communication and organizational skills.

Key Responsibilities & Duties

• Welcome guests, announce their arrival, and ensure a seamless check-in process.
• Maintain cleanliness and readiness of conference rooms after meetings.
• Field and route incoming calls for the firm’s main number and specific departments.
• Log guest details with building security for scheduled meetings.
• Schedule, manage, and maintain conference room bookings efficiently.
• Coordinate audio/visual requests with the IT department for meetings.
• Manage facility work orders, including repairs and maintenance of shared spaces.
• Request and ensure vendor COIs are up-to-date and compliant.

Job Requirements

• Bachelor of Arts (BA) degree required, with a focus on organizational skills.
• Minimum of 1 year of experience in a receptionist or administrative role preferred.
• Proficiency in managing multi-line phone systems and scheduling software.
• Strong communication and interpersonal skills for guest and team interactions.
• Ability to coordinate audio/visual setups and troubleshoot technical issues.
• Experience in facility management and vendor compliance processes.
• Detail-oriented with excellent organizational and time-management abilities.
• Comfortable working in an on-site environment with a dynamic team.