Receptionist / Front Desk Assistant

Position Purpose

Provide first-point-of-contact support to clients and visitors, manage incoming communications, and perform key administrative tasks while ensuring strict adherence to internal protocols and accurate handling of client information.

Key Responsibilities

Customer Service & Phone Support

Answer and manage incoming phone calls in a professional and courteous manner.

Route inquiries according to established procedures and protocols.

Receive and document client information from the firm in compliance with internal guidelines.

Administrative & Documentation Support

Complete and maintain required forms for permit and service-related processes.

Accurately record time spent per client in the internal system.

Assist with service billing, retainers, and basic collections follow-up.

Task & Schedule Management

Manage calendars, tasks, and reminders using Outlook.

Organize and maintain digital files in Google Drive.

Follow up on pending requests and administrative tasks in a timely manner.

Core Competencies (Soft Skills)

Strong customer service orientation

Highly organized and detail-oriented

Proactive with a strong sense of urgency

Effective problem-solving skills

Fast-paced, driven, and results-oriented

Technical Skills (Hard Skills)

Proficient in Microsoft Office

Fluent English (required for interaction with government agencies)

Experience with Google Drive

Professional phone handling skills

Task and calendar management using Outlook

Familiarity with Carbonite (training provided by the engineering team)

Preferred Experience

Previous experience in reception, front desk, or administrative roles

Time tracking and client-based time entry experience

Exposure to service billing, retainers, and collections processes

Education

High School Diploma or some college coursework (administrative or related fields preferred)

Job Type: Full-time

Pay: $18.00 - $19.00 per hour

Work Location: In person