Office Receptionist Job Description
Office Receptionist Duties & Responsibilities
To write an effective office receptionist job description, begin by listing detailed duties, responsibilities and expectations. We have included office receptionist job description templates that you can modify and use.
Sample responsibilities for this position include:
Office Receptionist Qualifications
Qualifications for a job description may include education, certification, and experience.
Licensing or Certifications for Office Receptionist
List any licenses or certifications required by the position: BLS, CPR, LEDS
Education for Office Receptionist
Typically a job would require a certain level of education.
Employers hiring for the office receptionist job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Associate Degree in Associates, Education, Medical, General Education, Business, Technical, Office Technology, Management, Graduate, Communication
Skills for Office Receptionist
Desired skills for office receptionist include:
Desired experience for office receptionist includes:
Office Receptionist Examples
Office Receptionist Job Description
- Answer and dispatch all incoming calls to the reception switchboard
- Take and distribute messages for unavailable staff as necessary
- Maintain appearance of front reception area and kitchens
- Adhere to SOP guidelines and ensure all visitors/vendors follow the same guidelines
- Broadcast facility communications, including but not limited to early closing, emergency information, building procedures, etc
- Maintain current computerized floor layout for location
- Ensure common areas and conferences rooms are maintained and, as applicable, stocked appropriately
- Coordinate office moves including timelines, and coordination of internal department services as required
- Maintain vendor relationships as required, including but not limited to document archive and destruction, supplies, and contractors
- Work with IT department to ensure updated distributions lists for locations
- Maintain relationship with Property Management Company
- Track all of the company's leases and notify the Senior Vice President of Human Resources of requests for changes
- Support Talent Acquisition Specialist by coordinating interviews in the Corporate office
- Answer, screen and transfer telephone calls
- Greet executives and guests with a keen focus on customer service
- Maintain security by adhering to building procedures and controlling access using the visitor management system
Office Receptionist Job Description
- Point of contact for all packages/deliveries
- Pick-up, drop-off, prepare postage/labels for mail/UPS/FedEx, courier services
- Update phone lists
- Maintain all conference rooms for cleanliness / reserve conference rooms, including ordering and/or setup
- Order, maintain and organize all kitchen and office supplies
- Assists with the coordination and scheduling of office/building maintenance activities
- Is the back up to the Facilities Coordinator / Office Manager as needed
- Works with the building ownership / facilities on issues with the lease space
- Arranges all meeting / event request for the building common space
- Welcome visitors (clients, candidates) and inform the relevant people of their arrival
- Office-wide general admin/scheduling support - room booking/ lunch ordering/ event planning when needed for cross team activities and events
- Full authorisation to work in U.K, sponsorship will not be provided
- Answering the switchboard and greeting guests
- Maintaining the client filing system using Access
- Providing administrative support to the Employee Benefits practice
- Coordinating repairs of copiers and fax machines
Office Receptionist Job Description
- Coordinating catering orders and deliveries
- Answering phones and routing the calls to the correct people
- Greeting visitors professionally and settling them in to the meeting rooms
- Ensuring a positive first impression to the company
- Booking meeting rooms and ensuring refreshments are available
- Ordering catering and setting this up for working breakfasts / lunches
- Ensuring meeting rooms are tidy and ready for the next meeting
- Co-ordinating mail flow in and out of the office
- Organising travel for the team
- Booking couriers and taxis when required
- Making restaurant bookings
- General ad hoc administration including expenses for the team
- Completing all copying, faxing and scanning requirements
- Maintaining printers - changing toners, replacing parts and ensuring paper is in them
- Keeping the office in a well organised and tidy condition, making it an enjoyable environment to work within
- Knowledge of Microsoft Office, especially Excel, Word, Outlook and PowerPoint
Office Receptionist Job Description
- Administrative services (help administering and negotiating rates with office external suppliers/vendors when needed
- Events coordination (coordinate office events such as off-site meetings, Summer/Christmas Party, Lunch & Learns)
- Operations and team support (schedule internal and external meetings, order and maintain all catering and office supplies, support senior management with their expenses)
- Maintenance and repair (technology equipment such as phones, computers, video-conferencing systems)
- Managing the reception and phone contacts from high-level government officials, including the Governor’s office and Executive Chamber, legislative officials, and all levels of staff within the Division of the Budget
- Providing general office support, including scheduling meetings for the Director and Deputy Director, answering phones, receiving office visitors and meeting attendees
- Performing other related tasks as assigned by the Executive Office Manager, the Director of the Budget and Deputy Directors
- Providing after-hour coverage as necessary
- Manages in-coming and out-going mail outbound shipments, receivables and distribute packages
- Order and Maintain Parking Badges for Office
- Punctuality and reliable with the ability to work under pressure when required
- Comfortable using Microsoft Word, Excel, and Google platforms
- Must posses at least one year experience
- Dependability–can be counted on to consistently meet or exceed expectations
- Know how your role fits into your extended team and find ways to add value
- Be up for anything! Don’t deselect yourself for work
Office Receptionist Job Description
- Plan fun and exciting team activities and events
- Order office supplies and equipment and set up equipment
- Keep break rooms, conference rooms and all other common areas stocked and neat at all times
- All other tasks as needed
- Manages the reception area to ensure a welcoming and professional experience by complying with procedures, rules, and regulations
- Welcomes, greets and directs visitors
- Fields incoming calls, by answering general questions and directing to proper contact
- Manages the day-to-day office operations to ensure office is in a neat and orderly manner including but not limited to, set up and break down, cleaning, ordering and stocking of all office amenities
- Organize and coordinate lunch orders for all company meetings including but not limited to placing and picking up orders
- Act as primary point of contact with property management and office related vendors to assist internal needs related to cleaning, maintenance and alteration of office areas
- Learn to adapt to new technology as it relates to office practices and procedures
- Collaboration—Ability to work well with others both internally and externally across all levels and functions
- Look for new techniques and processes to create efficiency
- 1-2 years experience in a reception/office administrative supportive role
- Professional etiquette and a warm demeanor
- Discretion and high level of confidentiality