Front Desk Receptionist

POSITION SUMMARY

The Administrative Assistant ensures the smooth operation of the front office, supports staff with travel and scheduling needs, and manages supplies, mail, and packages. This role requires strong organizational skills, attention to detail, and the ability to provide professional service to employees, visitors, and vendors.

Key Responsibilities

• Open and secure the office daily, including doors, HVAC, and lighting.
• Greet visitors, verify identification for first-time guests, manage the Visitor Log, and issue badges.
• Answer and screen phone calls for Executives.
• Maintain a clean, organized front office and desk area.
• Update the Master Calendar with staff absences and jobsite assignments.
• Coordinate with janitorial services and ensure common areas are tidy.
• Arrange flights, hotels, and car rentals for staff (excluding Executives), ensuring project manager approval.
• Save and organize travel reservations and requests as PDFs; print hard copies as needed.
• Track travel expenses in spreadsheets and file documentation until invoices are received.
• Process PayPal and AMEX charges according to company procedures.
• Maintain updated contact lists and the Master Project List.
• Provide document support such as laminating when required.
• Distribute mail and prepare purchase requisitions for office, kitchen, and safety supplies.
• Monitor inventory and order supplies from approved vendors, comparing pricing when appropriate.
• Log orders, attach packing slips, and reconcile invoices before forwarding to Accounting.
• Manage incoming and outgoing packages, including scheduling pickups and notifying recipients.
• Keep kitchen stocked and organized.
• Work closely with the HR team to ensure smooth execution of administrative processes and assist with special projects when required.

QUALIFICATIONS

Education & Experience

• High School Diploma, or equivalent.
• Prior administrative or office support experience preferred.
• Familiarity with scheduling, travel coordination, and supply management is a plus.

Skills

• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Strong organization and record-keeping abilities.
• Professional communication skills, both verbal and written.
• Ability to prioritize tasks and manage multiple responsibilities effectively.
• Attention to detail and discretion in handling confidential information.

Physical Requirements

• Ability to perform routine office tasks and maintain a tidy workspace.
• Comfortable handling and packages; must request assistance for heavy items.

BENEFITS

• Competitive Rates
• Medical
• Dental
• Vision
• 401k

• This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this position. Duties, responsibilities and activities may change at any time with or without notice based on the needs of the department and company. To perform this job successfully, the perfect candidate will possess a proficient level of the knowledge, skills and abilities listed within this description. Please note, this document does not create an employment contract, implied or otherwise with the company.