Front Desk Receptionist

We’re seeking a professional, organized, and proactive Front Desk Receptionist to be the face of our office and the first point of contact for clients, vendors, and employees. This role supports day-to-day office operations and plays a key role in ensuring smooth communication and coordination between departments.

We are looking for candidates with experience in commercial, construction, technical services, or industrial office environments.

·        The Receptionist is expected to have the switchboard open and operating promptly at 8:30 a.m. and throughout the day until 5:00 p.m. 

·        Greet and direct visitors, clients, and technicians with professionalism and courtesy

·        Answer and route incoming calls using a multi-line phone system, and collecting all pertinent information appropriately and efficiently. 

·        Manage incoming and outgoing mail, packages, and deliveries

·        Maintain front desk and reception area appearance and organization

·        Support scheduling of service calls, inspections, and technician dispatch

·        Assist with administrative tasks such as data entry, filing, billing and document management

·        Handle incoming service requests and direct them to the appropriate department

·        Process incoming invoices from mail and date stamp.

·        Distributing incoming faxes to appropriate folders

·        Contact courier service when necessary.

·        Primary contact and service provider follow up for all general office copiers, scanners, fax machines, etc.

·        All other administrative duties as required

·        Must have positive customer service, secretarial, office administrative procedures and knowledge of use and operation of standard office equipment, at a level generally acquired through a minimum of 2 years related experience. 

·        Must be proficient in Microsoft Office applications and Outlook

·        Excellent phone etiquette and excellent oral/written communication skills are mandatory. Must be able to work in a high volume/fast paced environment and handle multiple tasks.

·        Must be punctual and be able to work with minimum supervision.

·        Must have a positive and respectful attitude and maintain good working relationships with management staff and employees.  

Education and Experience:

·        Requires a high school diploma or its equivalent supplemented with 2 years of clerical experience in an office environment (switchboard experience a plus).

·        Prior experience supporting field technicians or service departments a plus

·        Familiarity with customer service or scheduling software

·        Knowledge of fire protection, security systems, or life safety industry terminology

·        May lift up to 20 lbs.