Executive Receptionist

#temporary

Job Overview:

The Receptionist provides exceptional service by managing the front office while also supporting hospitality functions. This hybrid role includes greeting and assisting all visitors, answering inbound calls, and ensuring the seamless setup, stocking, and presentation of food and beverages for onsite meetings, events, and conferences. The individual will maintain a professional image of the company and offer the highest level of service to both corporate employees and their visitors.

In addition to reception duties, the role requires flexibility to assist in other service areas, such as mail/shipping operations, hospitality, and general office/facilities work. This ensures a top-tier customer experience across all aspects of the role.

Main Functions:

• Reception/Concierge: Answer all calls and correspondences, greet visitors, log them into the system, and provide exceptional customer service for all incoming and outgoing visitors.
• Hospitality: Perform hospitality work as needed, including stocking kitchens/service areas, ordering supplies, assisting with meeting setups, and ensuring the cleanliness and tidiness of professional workspaces.
• Mail Service: Assist with mail services by sorting and distributing mail, receiving/tracking packages, and notifying employees of deliveries.

Duties and Responsibilities:

• Provide 5-star customer service to all employees and visitors across all forms of communication.
• Answer incoming telephone calls and route callers to the appropriate person or department. Handle calls in a professional and friendly manner.
• Log visitors into the system and ensure adherence to corporate policies, including signing the Non-Disclosure Agreement (NDA).
• Activate temporary employee badges, manage access cards, and escalate security issues when necessary.
• Assist with office administration tasks, such as scheduling meeting rooms, ordering catering, and providing light administrative support.
• Stock and inventory food and beverages for meetings and events, ensuring all areas such as the barista, pantry, conference rooms, and kitchen are replenished.
• Set up and break down conference rooms for meetings, events, and other onsite gatherings.
• Assist with minor facility needs, including light cleaning duties, monitoring office supplies, and performing small maintenance tasks.
• Provide reception and mail/office services coverage as needed.
• Proactively seek additional tasks during downtime and ensure the reception and work areas remain neat and organized.
• Build professional relationships with clients, colleagues, and teams, while maintaining composure and professionalism when interacting with all employees and visitors.
• Provide training and guidance for backup personnel on policies and procedures.

Competencies:

• Driven by client satisfaction and delivering 5-star customer service.
• Strong integrity with solid business ethics.
• Excellent verbal and written communication skills.
• Professional attitude and appearance with expert-level customer service skills.
• Good organizational skills with strong attention to detail.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Strong aptitude in managing time effectively and juggling multiple tasks.
• Results-oriented and driven to meet goals.
• Works well with both internal (SPS) and external (assigned client) teams.
• Fast learner, adaptable, and flexible to handle change or adverse situations.
• Good at following instructions and responding to immediate needs.
• Ability to handle multiple tasks simultaneously and prioritize effectively.
• Proactive, seeks out additional work during downtime, and has a task-driven personality.
• Comfortable working independently and capable of completing projects autonomously.

Qualifications and Education Requirements:

• High School Diploma (or equivalent) required.
• 1-3 years of prior work experience, with a strong preference for experience in administrative, reception, or concierge roles.
• Strong organizational and time management skills.
• Analytical abilities and strong problem-solving aptitude.
• Proficiency in Microsoft Office Suite and ability to learn new computer-based systems (PC/Mac systems, multi-phone line systems, multifunctional devices, copiers, scanners, etc.).
• Superb written and verbal English communication skills.
• Ability to multi-task and prioritize tasks and customer needs efficiently.
• Must adhere to all company policies and maintain a professional appearance and attitude.
• Ability to work the hours assigned by the manager.

Physical Demands:

• Fine and/or gross motor skills, including the ability to grasp, lift, and move packages on a standard wheeled cart with a load capacity of 40 lbs.
• Ability to walk, bend, kneel, stand, or sit for extended periods of time.
• Manual dexterity required for operating office machinery (phones, copy machines, binding equipment, etc.).
• Ability to lift or move packages weighing 40 lbs. or greater frequently.
• Vision requirements include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
• Must be able to utilize a computer monitor and keyboard.

Travel: None or negligible.

Other Duties: This job description is not designed to cover all activities, duties, or responsibilities required of the employee for this role. Duties, responsibilities, and activities may change at any time with or without notice.