Receptionist/Office Manager

Position Overview: The Receptionist/Office Manager is a key member of the Administrative Services team responsible for ensuring the front office operates smoothly and professionally. This role is often the first point of contact for clients, guests, and vendors and plays a vital role in maintaining the firm’s welcoming, organized, and service-oriented environment. The ideal candidate demonstrates initiative, attention to detail, and a commitment to supporting both internal and external clients with integrity and professionalism.

Objective: Maximize the long-term value of the firm by fostering positive and professional experience for all who interact with the organization. This role contributes to a culture of excellence, accountability, teamwork, and respect while providing exceptional administrative and operational support.

Reporting Responsibility: This position reports directly to the Chief Operating Officer (COO),located at the corporate office in Tempe AZ, and works closely with the Administrative Services team as well as other departments to ensure seamless daily operations.

Qualifications / Skills / Education / Experience Requirements:

• 2–3 years of relevant administrative, reception, or office management experience (professional services environment preferred).
• Excellent verbal and written communication skills.
• Strong organizational and problem-solving abilities.
• Professional appearance and demeanor.
• Demonstrated ability to manage multiple tasks with efficiency and accuracy.
• Proficiency in Microsoft Office Suite and general office technology.
• Ability to exercise discretion and maintain confidentiality.
• Consistent, reliable attendance and adherence to set working hours.

Primary Responsibilities / Accountabilities / Essential Functions Front Desk & Client Relations:

• Greet and welcome clients, guests, and vendors in a courteous and professional manner (in person and by phone).
• Direct visitors appropriately and ensure they are assisted promptly.
• Manage the main phone line, route calls, and relay messages accurately and efficiently.
• Receive, record, and process client payments, including credit card transactions.
• Monitor the reception area to ensure it is always presentable and stocked with necessary materials.

Office Administration & Coordination:

• Oversee daily office operations to maintain an organized, efficient, and professional work environment.
• Manage office supplies, inventory, and vendor relationships; coordinate and submit supply orders to the Facilities Manager at the corporate office as needed.
• Coordinate building maintenance and service requests (cleaning, equipment repair, etc.).
• Support onboarding and offboarding of employees in preparing workspaces, badges, and office resources.
• Maintain and update administrative and procedural documentation as directed.
• Assist in scheduling meetings, preparing conference rooms, and managing catering or hospitality needs for firm events.

Special Projects & Team Support:

• Provide administrative support for firm initiatives and activities.
• Assist in organizing firm events, meetings, and celebrations.
• Support other administrative team members as needed to ensure coverage and continuity of service.
• Participate in process improvement initiatives to enhance operational efficiency and client experience.

Core Competencies:

• Professionalism: Represent the firm with integrity and composure at all times.
• Customer Service: Anticipates and meets the needs of clients, visitors, and team members.
• Accountability: Takes ownership of duties and follows through on commitments.
• Teamwork: Works cooperatively across departments to support firm goals.
• Adaptability: Responds effectively to changing priorities and demands.
• Confidentiality: Exercises discretion with sensitive information.

Work Schedule: Monday – Friday 8:30 a.m. to 5:30 p.m. (In Office)

Perform such other duties as may be assigned from time to time.

Job Type: Full-time

Base Pay: $55,000.00 - $68,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $55,000 - $68,000