Receptionist

About the role

Job Title

Job Description Summary

The Receptionist serves as the first point of contact for employees, guests, and vendors, delivering a consistently professional, welcoming, and service-oriented experience. This role is responsible for managing front desk operations, ensuring smooth visitor access, and maintaining a polished and secure lobby environment. With a strong focus on hospitality, communication, and operational support, the Receptionist plays a key role in shaping the daily workplace experience.

In addition to greeting and directing visitors, the Receptionist oversees badging processes, answers and routes calls, supports onsite events, and assists with general office logistics. The role requires strong organizational skills, emotional intelligence, and the ability to multitask in a fast-paced, high-visibility setting. Collaboration with Facilities, Security, and Workplace teams is essential to uphold safety standards and ensure service excellence across all front-of-house operations.

About the role

Key Relationships

External relationships: Employees, guests, vendors, contractors, and building management.

Internal relationships: Workplace team, Facilities, Security, HR, and senior leadership.

Responsibilities

• Warmly greet and direct all visitors, ensuring a welcoming and professional experience from arrival to departure.
• Maintain a polished and organized front desk and lobby environment, ensuring cleanliness, order, and adherence to safety standards.
• Provide accurate information and wayfinding support; escort guests when appropriate.
• Ensure all individuals entering the building are properly badged and authorized.
• Issue and track temporary badges using visitor management systems; support badging processes for new hires, contractors, and employees.
• Answer and route incoming calls professionally, using standard scripts and escalation protocols.
• Monitor general inboxes or communication platforms to ensure timely responses.
• Support onsite events including coordination, setup, catering, and attendee management.
• Ensure lobby monitors display relevant content (e.g., meetings, events, birthdays, work anniversaries).
• Collaborate with Workplace Experience leadership on hospitality programming and initiatives.
• Proactively identify and report maintenance or service needs to ensure a high-quality front-of-house experience.
• Receive and triage incoming USPS mail and packages; coordinate courier services.
• Maintain awareness of Lost & Found and luggage management policies; support tracking and return processes.
• Perform general office duties including data entry, inventory checks, document prep, and logistics support.
• Facilitate office tours and assist internal clients with logistics needs.
• Serve as a cultural ambassador for the workplace, ensuring every interaction reflects the organization's values of professionalism.
• Support executives and VIPs with meeting setup, catering, and supply coordination.
• Collaborate with Security to monitor front-of-house spaces and report concerns.
• Perform opening/closing tasks, stock supplies, and complete requests with initiative.
• Assist with special projects as requested.

Knowledge & Experience

• Strong understanding of front desk operations, hospitality, and workplace logistics.
• Familiarity with visitor management systems, Microsoft Office Suite, and workplace communication platforms.
• Knowledge of building layouts, meeting room configurations, and key personnel.
• Ability to read and follow detailed instructions and standard operating procedures.

Key Competencies

• Communication Proficiency (oral and written)
• Customer Focus and Emotional Intelligence
• Team Orientation and Collaboration
• Multi-Tasking and Organizational Skills
• Initiative and Problem Solving
• Professionalism and Discretion
• Attention to Detail
• Adaptability and Composure in High-Visibility Environments

Required Education

• High School Diploma or GED required
• College degree preferred or equivalent experience in hospitality, administration, or workplace services

Relevant Experience

• Minimum 2 years of office administration, reception, or hospitality experience
• Experience supporting executives and VIPs preferred
• Prior experience in a fast-paced, client-facing environment strongly preferred

Additional Qualifications

• Ability to interact professionally with employees, senior leadership, and external guests
• Proven ability to follow directions and company policies
• Strong written and verbal communication skills
• Proficiency in Microsoft Outlook, Word, Excel; PowerPoint and Teams a plus
• Ability to lift up to 40 pounds for event setup or office logistics
• Ability to prioritize and manage multiple tasks simultaneously
• Flexible, energetic, and service-oriented mindset

Physical Work Requirements

• Must be able to sit, stand, or walk for extended periods
• Frequent reaching, bending, and movement between buildings or outdoor areas
• Regular use of office equipment including phones, computers, scanners, and copy machines
• Ability to lift up to 40 pounds and support event or office setup tasks
• Visual and auditory acuity sufficient to read documents and communicate clearly

Scheduling

• Standard business hours coverage required; must ensure reception is staffed at all times
• May be required to work extended hours, weekends, or respond to after-hours building-related activity
• Must be available for emergency callbacks or priority situations as needed

Other Duties

This job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities that are required of the employee. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.

Conditions of employment

All offers of employment are contingent upon: Legal Documentation establishing identity and eligibility to be legally employed in the US/United States Citizenship, Drug Testing, Criminal background check, Clean DMV record (for related driving roles), Education verification, and Reference checks.