Office Administrator / Receptionist

Job Summary

UgenticAI is seeking a proactive, highly organized Office Administrator / Receptionist to serve as the company’s first point of contact and central hub for daily office operations. This role is essential in maintaining a professional, well-managed workplace that supports both team members and visiting clients.

The ideal candidate will be responsible for greeting visitors, managing communications, scheduling appointments, handling correspondence, maintaining office supplies, and providing general administrative support. This individual will help ensure the office runs smoothly while maintaining a welcoming and professional environment.

A strong emphasis is placed on maintaining a top-notch, organized, and efficient facility for both staff and clients.

Key Responsibilities

Front Desk & Visitor Management

• Serve as the first point of contact for clients, visitors, and vendors
• Manage visitor check-ins and reception procedures
• Maintain a clean, organized, and professional reception area
• Direct visitors and clients to the appropriate staff members or departments

Communications & Telephone

• Answer, screen, and forward calls professionally
• Take and relay messages accurately and efficiently
• Monitor and respond to company email inquiries

Administrative Support

• Sort and distribute incoming mail and packages
• Scan, file, and organize documents and records
• Perform data entry and general clerical support tasks
• Coordinate meeting rooms, internal meetings, and catering arrangements

Office Operations

• Order and manage office and kitchen supplies inventory
• Monitor and coordinate maintenance of office equipment (printers, copiers, etc.)
• Work with management and external vendors to maintain office operations

Scheduling & Coordination

• Maintain staff calendars and book appointments
• Coordinate travel arrangements when needed
• Assist with planning and coordination of virtual and live events

Qualifications

Required Skills

• Excellent verbal communication and customer service skills
• Strong organizational and time-management abilities
• Professional interpersonal skills and attention to detail
• Ability to manage multiple tasks in a fast-paced environment

Technical Skills

• Proficiency with Google Workspace (Docs, Sheets, Calendar)
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook)
• Familiarity with accounting or HR systems is preferred

Experience

• 3–5 years of experience managing administrative operations in a fast-growing or high-paced office environment
• Experience supporting office infrastructure and team operations

Preferred Attributes

• Highly organized and proactive problem solver
• Professional and welcoming demeanor
• Ability to maintain confidentiality and professionalism
• Strong attention to detail and follow-through

Join us to be part of a collaborative team where your organizational talents will shine! We value proactive individuals who thrive in fast-paced settings and are eager to contribute to our success through exceptional office management. This role offers an engaging environment where your skills in administration, team supervision, and client relations will make a meaningful impact every day.

Pay: $22.00 - $25.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person