Job Description

As the Receptionist, you serve as the first point of contact and the welcoming face of the organization. This role is responsible for delivering professional, efficient, and positive experience for all visitors, callers, and external inquiries. You will manage front desk operations, coordinate communication flow, and ensure the office environment supports smooth day-to-day business operations.

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Key Responsibilities

• Front Desk & Visitor Experience

Serve as the first point of contact for all visitors, providing a warm, professional welcome and ensuring a seamless check-in experience.

• Call Management

Answer and manage incoming calls, prioritize urgent matters, and route calls to the appropriate departments or personnel with efficiency and professionalism.

• Appointment & Guest Coordination

Coordinate with internal teams regarding scheduled appointments, interviews, client visits, and vendor meetings to ensure readiness and smooth execution.

• Conference Room Coordination

Schedule and manage conference rooms for meetings, interviews, and presentations, ensuring spaces are organized and prepared.

• Mail & Deliveries

Receive, sort, and distribute incoming mail and packages; coordinate outgoing shipments as needed.

• Facilities Coordination

Assist with coordinating office maintenance and repairs by liaising with vendors and service providers to maintain a professional and functional environment.

• Administrative Support

Provide general administrative support including data entry, document preparation, and basic coordination tasks as needed across departments.

• Additional Duties

Perform other administrative or reception-related duties as assigned.

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How We Measure Success

• Professional and welcoming front desk experience for all visitors and callers

• Timely and accurate handling of calls, emails, and inquiries

• Effective management of the info inbox with minimal delays or missed communications

• Smooth coordination of appointments, meetings, and office logistics

• Positive feedback from internal teams, clients, and guests

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Skills & Qualifications

• Prior experience in a receptionist, front desk, or administrative support role

• Strong communication and interpersonal skills with a professional demeanor

• Highly organized with the ability to multitask and prioritize effectively

• Proficiency in Microsoft Office, email platforms, and scheduling tools (HubSpot experience preferred)

• Dependable, proactive, and service-oriented mindset

• Ability to work independently

• Ability to sit, stand, and perform light physical tasks as needed