Receptionist

Job description

Job Title: Receptionist Job Description The Receptionist oversees the reception area and core office administrative functions to ensure smooth communication, professional visitor management, and efficient support for multiple departments. This role serves as the first point of contact for callers and visitors, manages mail and deliveries, supports document control activities, and provides general clerical and administrative assistance across the office. Responsibilities Administer the reception area to ensure effective telephone and mail communications internally and externally while maintaining a professional environment and culture. Greet, welcome, and direct visitors in a courteous and professional manner, announcing them appropriately to relevant staff. Answer, screen, and forward incoming phone calls, providing basic information as needed. Receive, sort, and distribute daily mail, shipments, and courier deliveries. Maintain security by following established procedures and controlling visitor and vendor access. Perform a variety of clerical duties including filing, photocopying, collating, scanning, and related tasks. Coordinate overall administrative activities for the office to support efficient operations. Manage the Document Control Program, ensuring proper handling and tracking of documentation. Maintain and update program logs for vendors and guests to support accurate recordkeeping. Oversee office equipment maintenance, and support office layout, arrangement, and housekeeping of office facilities. Provide administrative assistance to Human Resources, Warehouse, and other related departments as needed. Communicate professionally via phone and email with internal staff, vendors, and visitors. Collaborate effectively with team members and contribute to a positive, service-oriented office culture. Essential Skills Demonstrated clerical and administrative skills, including filing, photocopying, collating, and scanning. Strong customer service orientation with the ability to interact professionally with visitors, callers, and internal staff. Proficiency in Microsoft Office products, including Microsoft Excel and Outlook. Ability to manage reception duties such as answering, screening, and forwarding phone calls and greeting visitors. Experience with general office administration and receptionist responsibilities. Ability to support Human Resources and other departments with administrative tasks. Self-starter mindset with strong problem-solving abilities and a positive attitude. Assertive yet friendly communication style, with the ability to work well with others and in a team environment. Excellent people skills and the ability to communicate clearly and professionally via phone and email. Additional Skills & Qualifications Experience with Microsoft Teams is a plus. Bilingual Spanish skills are a significant advantage. Previous experience in customer service or front desk roles is beneficial. Previous experience in human resources support or clerical administrative work is helpful. Strong organizational skills and attention to detail in managing documents and logs. Ability to adapt to new responsibilities and take on internal opportunities for growth. Work Environment This role operates in a professional office environment with a focus on courteous, service-oriented interaction. The position routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. The typical work schedul...