Receptionist - The Office Quarters

Position Summary

The Front Desk Coordinator serves as the primary point of contact and the "face" of the Office Quarters, presenting a warm, friendly, and professional image to clients, guests, and vendors. This role is responsible for managing front desk operations, answering incoming calls, handling mail and deliveries, maintaining shared office spaces, and providing administrative and client support. The ideal candidate demonstrates exceptional customer service, strong organizational skills, attention to detail, and the ability to manage multiple responsibilities in a fast-paced professional environment.

Key Responsibilities

ReceptionClient Services

• Serve as the first point of contact for all visitors entering the Office Quarters, greeting guests with professionalism, warmth, and a welcoming demeanor.

• Practice active listening to effectively assist clients and visitors and direct them appropriately.

• Provide a high level of customer service to clients, their guests, and vendors at all times.

Telephone Management

• Answer and manage all incoming telephone calls for The Office Quarters and clients utilizing telephone answering services.

• Provide professional greetings, transfer calls to appropriate parties, and take detailed messages when necessary.

• Maintain clear and accurate communication with callers and clients.

MailPackage Management

• Manage all incoming and outgoing mail, including courier services such as FedEx, UPS, and USPS.

• Receive and process package deliveries (including Amazon and other vendors).

• Notify clients of deliveries via email and include a photo when appropriate.

• Accept client drop-offs, record date and time of receipt, and notify clients accordingly.

• Sort incoming mail by client and distribute it into appropriate mailboxes.

• Coordinate mail forwarding and scanning services for clients when requested.

• Maintain accurate tracking and records of mail and package handling activities.

Client Administrative Support

• Assist clients with a variety of administrative support requests including:

  • Copying

  • Printing

  • Collating

  • Mailing and other general office tasks

• Respond promptly and professionally to client service requests.

OfficeFacility Support

• Maintain shared office areas including meeting rooms, day offices, and open seating areas to ensure they are clean, organized, and ready for client use at all times.

• Monitor and maintain the self-service coffee bar to ensure it remains stocked, clean, and presentable for clients and guests.

Administrative Duties

• Enter and maintain all new client information in the Morningstar software system.

• Maintain and track client access credentials including fobs, keys, and PIN numbers.

• Ensure accurate documentation of client contact details, addresses, billing information, and payment portal data.

• Maintain organized records and ensure data accuracy.

Qualifications

• High school diploma or equivalent required; associate or bachelor's degree preferred.

• 2+ years of experience in a front desk, receptionist, client services, or administrative support role preferred.

• Strong customer service orientation with a professional and welcoming demeanor.

• Excellent verbal and written communication skills.

• Strong organizational and multitasking abilities with exceptional attention to detail.

• Proficiency with office software and the ability to learn systems such as Morningstar.

• Ability to manage multiple priorities while maintaining professionalism in a client-facing environment.