Receptionist - Full-Time

Job Summary

The Physicians Premier Management Services’ Receptionist serves as the first point of contact for all visitors, clients, and vendors at the company’s headquarters. This role is responsible for creating a professional and welcoming environment while managing front desk operations, coordinating communications, and supporting administrative functions across departments. The ideal candidate is organized, personable, and able to handle sensitive information with discretion in a healthcare-related corporate setting.

DUTIES AND RESPONSIBILITIES

• Answer, screen, and direct incoming phone calls to appropriate departments including forwarding messages to the appropriate voicemail/email address to the Administrative Staff as directed.
• Greet and assist visitors, ensuring a positive and professional first impression
• Communicate visitor arrivals and incoming calls to the appropriate staff or departments in a timely and professional manner
• Coordinate with vendors, building management, and service providers as needed
• Maintains the telecommunications system by following manufacturer guidelines for office phone and console operation.
• Maintain a clean, organized, and secure reception area, with all necessary stationery and material (e.g. pens, forms & brochures). Maintains continuity among work teams by documenting and communicating actions, irregularities, and continuing needs
• Preserve a clean, organized, and professional headquarters environment, ensuring all common areas reflect a high standard of presentation
• Manage breakroom inventory to ensure essential supplies, including coffee, condiments, and paper goods, are consistently stocked and accessible.
• Maintain office supply inventory and place orders as needed.
• Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing.
• Receive, sort, and distribute mail, packages, and deliveries as well as coordinate the pick-up and delivery of express mail services (FedEx, UPS, etc.)
• Assist with administrative tasks such as data entry, filing, and document preparation
• Handle sensitive and confidential information in compliance with healthcare privacy standards
• Coordinate conference room bookings and meeting logistics
• Support Headquarters staff with scheduling, travel arrangements, and event coordination, including managing administrative itineraries for the immediate Supervisor, Administrative Staff, and Governing Board members.
• Assist with onboarding logistics for new hires, including preparing new hire packets and completing required data entry
• Distribute daily census reports to designated recipients
• Performs other duties as assigned and directed.

PROFFESIONAL REQUIREMENTS

• Adheres to dress code, Professional appearance and demeanor.
• Reports to work on time and as scheduled.
• Maintain professionalism and positive relationships with colleagues, working well under pressure and taking responsibility for personal actions.

QUALIFICATIONS/REQUIREMENTS

• High School Diploma/GED
• 1–3 years of receptionist, front desk, or administrative experience (corporate or healthcare setting preferred)
• Valid Driver’s License.

LANGUAGE SKILLS

• Able to communicate effectively in English, both verbally and in writing
• Additional languages preferred.

SKILLS

• Excellent verbal and written communication skills
• Strong customer service orientation and interpersonal skills
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Ability to multitask and prioritize in a fast-paced environment
• Hands-on experience with office equipment
• Solid written and verbal communication skills
• Takes initiative and acts resourcefully to resolve issues promptly and effectively
• Excellent organizational skills

PHYSICAL DEMANDS

• For physical demands of position, including vision, hearing, repetitive motion and environment, see Description of Physical Demands attached.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position without compromising patient care.