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
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