Job Description
Job Description
We are seeking a dynamic and detail-oriented Receptionist & Administrative Assistant to be the face of our organization and ensure the smooth daily operation of the front office. In this highly visible role, you will be essential in creating a welcoming environment for visitors and employees while supporting the administrative needs of leadership and contributing to continuous improvements in office procedures.
You’ll work closely with administrative teams to maintain high levels of organizational efficiency, communication, and workplace safety. This role requires strong interpersonal skills, discretion, and a proactive approach to problem-solving.
•Key Responsibilities
- Serve as the first point of contact—greet guests, answer and route incoming calls, and take messages as needed
- Coordinate visitor access and maintain accurate visitor logs and badges, utilizing current reception/visitor management technology
- Support Executive Assistants with administrative needs for leadership and executive teams
- Collaborate with internal departments on onboarding/offboarding processes for employees and contractors
- Coordinate with property management regarding building access and maintenance
- Assist in planning internal events such as birthdays, team-building activities, and company gatherings
- Facilitate interview day logistics, including greeting candidates and managing interviewer transitions
- Maintain and update office layout documentation, seating charts, and phone lists
- Reserve and prepare conference rooms, including setting up drinks, snacks, and arranging catering
- Keep general office areas—including the kitchen, coffee bars, and mailroom—clean, stocked, and well-maintained
- Monitor inventory and coordinate ordering of office and kitchen supplies
- Distribute incoming mail/packages and prepare outgoing mail and courier requests
- Handle office maintenance issues, coordinating with vendors and service providers
- Oversee cleaning schedules and ensure workspace cleanliness standards are maintained
- Perform other administrative and operational support duties as assigned
Qualifications
- Minimum 3+ years’ experience as a Receptionist, Administrative Assistant, or in a related role
- Proficiency in MS Office (Outlook, Excel, Word) and familiarity with modern office technologies and equipment
- Strong organizational, time management, and communication skills
- Attention to detail and the ability to manage multiple tasks simultaneously
- Demonstrated ability to identify and implement improvements to office processes
- High School diploma required; degree in Business Administration preferred
- Flexibility to work outside regular hours for special events or meetings
- Experience working in a fast-paced, professional corporate environment is highly valued
- Professional demeanor, positive attitude, and customer-service mindset required