Job Details

This role is part time with hours of 9am-4pm Monday-Thursday.

We are looking for an Office Receptionist for a very important client.

The Office Receptionist is the first point of contact for visitors and employees, ensuring a welcoming and professional environment. This role supports daily office operations, vendor coordination, and employee experience initiatives to keep the office running smoothly.

Key Responsibilities

Front Desk & Guest Experience

o Greet and welcome visitors, clients and employees in a professional and friendly manner

o Maintain front desk coverage and always ensure a positive first impression

o Manage visitor sign-ins and notify appropriate staff

Mail & Deliveries

o Check incoming mail daily and distribute to appropriate employees

o Receive FedEx, UPS, USPS, and courier deliveries

o Log all incoming packages into excel spreadsheet, including date received,

carrier, recipient, and tracking information

o Notify employees promptly when packages are received and available for pickup

o Maintain organized package storage until items are collected

Badge & Access Management

o Issue, activate, and manage employee office access badges for new and existing employees

o Register badges in the badging/access control system and maintain accurate records

o Track badge inventory, assignments, replacements, and deactivations

o Run badge/access reports as needed for audits or leadership requests

o Coordinate badge deactivation for terminated or departing employees

Event & Employee Engagement Support

o Assist with planning and coordinating office events, meetings and activities

o Support logistics for office events, including food orders, catering

coordination, delivery setup, and cleanup support

o Help manage vendor communication for catering and event-related services

o Assist with ordering food, beverages and supplies for events within approved budgets

o Help set up and break down meeting and event spaces as needed

o Help coordinate office activities and employee engagement initiatives.

Cross-Functional Support

Partner with IT, HR, and Executive Assistants with onboarding/offboarding tasks, to include:

? Receiving laptops and equipment shipped to the office for new hires and ensure timely delivery to employees

? Coordinate employee office access badging issuance during new

employee orientation

? Support offboarding processes by coordinating the return of laptops, badges, and other company equipment from departing employees

? Package and ship returned laptops and equipment back to IT

according to company procedures

? Maintain confidentiality and discretion when handling employee related information

o Work with onsite EAs to support employee engagement activities and programs to ensure inquiries are answered or routed promptly and professionally

Office Readiness and Hospitality

o Regularly check conference rooms to ensure they are clean, organized and ready for meetings

o Clean whiteboards and straighten furniture in conference rooms as needed

o Restock conference rooms with markers, erasers, and supplies

o Maintain break room cleanliness and organization throughout the day

o Restock food and beverage supplies including drinks, snacks, coffee, cups and cutlery

o Maintain coffee machine and ensure machine is stocked and functioning

o Monitor supply levels and proactively reorder office, breakroom and conference room items

Building & Facilities Coordination

o Serve as primary contact with building property management for any office- related issues

o Identify and report building maintenance needs such as restroom issues, lighting repairs, HVAC concerns, or common-area problems

o Submit service requests and work orders to building management as needed

Office Technology Support

o Guide employees on how to submit IT helpdesk tickets for printer access and where to direct technical issues

o Assist with basic copier and printer needs, including refilling paper and toner as needed

o Coordinate all copier maintenance and servicing

o Escalate issues to IT or vendors when problems exceed basic support scope

Office Operations & Administrative Support

o Support daily office operations to ensure a smooth, efficient, and professional work environment

o Manage conference room scheduling conflicts

o Serve as point of contact for vendors and service providers related to office needs

o Maintain and update internal office directories, seating charts, and contact lists

o Assist Executive Assistants with on-site meeting coordination and other administrative tasks as needed

o Assist with internal communications related to office operations and announcements

o Provide general administrative support across multiple departments as needed

The ideal candidate will possess the following:

• Strong customer service, communication, and interpersonal skills

• Highly organized with excellent attention to detail and follow through

• Ability to multitask, prioritize, and work independently in a fast-paced environment

• Comfortable managing confidential information and access controls

• Professional demeanor with a proactive, service –oriented mindset

• Proficient in basic office systems and tools.

• 3-5 years of receptionist, administrative, office coordination, or facilities support experience preferred

Work Environment

• On-site daily, front desk position

• Frequent interaction with employees, leadership, visitors, vendors, delivery services, and building management