Front Office Receptionist

Job Overview:

The Front Office Administrator serves as the first point of contact at Citadel Headquarters and plays a key role in creating a welcoming, professional, and secure environment for all guests, employees, and partners. This role is responsible for delivering high-quality customer service experience while efficiently managing daily front desk operations, supporting internal teams, and coordinating communication related to visitors, vendors, and deliveries.

In addition to greeting and assisting visitors, the Receptionist supports office operations by managing café and pantry inventory, assisting with supplies and event-related needs, accepting and distributing packages, and performing administrative tasks as needed. While this position maintains consistent, standard working hours, there will be occasions when adjusted hours are required to support scheduled events at Citadel Headquarters, so flexibility will be essential.

The ideal candidate is organized, approachable, and detail-oriented, with the ability to maintain confidentiality and always represent Citadel with professionalism.

Responsibilities:

• Will report to the Director of Organizational Health and Engagement within the HR Department.
• Will work closely to support the Corporate Events and Operations Manager and the Senior Team as needed.
• Ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills.
• Responsible for complex calendar management.
• Ability to maintain a realistic balance among multiple priorities to meet all deadlines.
• Will maintain the appearance of the front desk, lobby and entrance, including holiday or celebration decorating.
• Will welcome guests, clients, vendors, employees, or members in a friendly and professional manner.
• Will assist with administrative tasks as needed to support daily operations.
• Will manage snack, beverage, catering and café inventory and communicate replenishment needs as they arise.
• Will assist vendors and visitors by contacting the appropriate employee when they arrive and ensure they have an escort prior to leaving the lobby area.
• Will provide an exceptional customer service experience while consistently exhibiting professionalism when interacting with colleagues, visitors, and members.
• Will support office operations by assisting with supplies and event-related orders, including unpacking, organizing, and inventory tracking.
• Responsible for accepting small packages and envelopes in the reception/lobby area and communicating to the intended recipient to coordinate pickup.
• Will handle the communication and distribution of deliveries that arrive at Headquarters.
• Will maintain security and confidentiality while representing Citadel in a professional manner.

Qualifications and Education Requirements

• 1 years of related experience.
• HS Diploma or equivalent.
• Familiarity with vendor coordination and management.
• Excellent command of computer applications, including but not limited to Word, Excel, Outlook, PowerPoint, and Acrobat.
• Proficient with Canva, Adobe Express, or similar platform.
• Strong calendar management experience.
• Ability navigating the internet and utilizing web forms to place orders.
• Strong verbal and written communication skills.
• Strong interpersonal skills with a professional and friendly demeanor.
• Ability to multitask and manage time effectively.
• Must be reliable, cooperative, and a team player.
• Ability to stay organized while supporting multiple projects or requests simultaneously.

Additional Skills/Notes

• Valid driver’s license
• Ability to lift heavy objects

Performance Measurements

Performance is based on the corporate scorecard and individual and departmental goals.

Work Environment

This position will be in an office environment with most work done on a computer. Some events may take place outdoors. Reasonable accommodations will be provided

Physical Demands

The physical demands and work environment characteristics described herein are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee will regularly lift and/or move up to ten pounds. The employee will regularly sit; talk; hear; use hands to finger, handle, or feel; and reach with hands and arms. The employee will occasionally stand. Special vision requirements include close vision and the ability to adjust focus. The noise level in the work environment is usually moderate.

Travel to local and, on occasion out-of-town, meetings and events is required.

EEO Statement

Citadel is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to status as a protected veteran or a qualified individual with a disability, other protected status, such as race, religion, color, national origin, sex, age. We maintain a drug-free workplace and may perform pre-employment substance abuse testing.

Experience

• 1 year(s): The Receptionist serves as the first point of contact at Citadel Headquarters and plays a key role in creating a welcoming, professional, and secure environment for all guests, employees, and partners. This role is responsible for delivering high-quality customer service experience while efficiently managing daily front desk operations, supporting internal teams, and coordinating communication related to visitors, vendors, and deliveries.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.