Office Assistant / Receptionist

Department: Administration
Reports To: Office Manager / Director of Operations
FLSA Status: Non-Exempt

Position Summary

The Office Assistant / Receptionist serves as the first point of contact for visitors, clients, and staff. This position ensures the smooth daily operation of the front office by managing communications, providing administrative support, and maintaining an organized and welcoming environment. The role requires professionalism, discretion, attention to detail, and strong customer service skills.

Key Responsibilities

Front Desk & Customer Service

• Greet visitors, clients, and vendors in a professional and welcoming manner

• Answer, screen, and direct incoming phone calls

• Respond to general inquiries via phone, email, and in person

• Maintain visitor log and ensure adherence to security procedures

• Manage incoming and outgoing mail and packages

Administrative Support

• Perform data entry and maintain accurate records and filing systems

• Schedule appointments, meetings, and conference rooms

• Prepare correspondence, reports, and basic documents

• Assist with onboarding paperwork and administrative forms as needed

• Order and maintain office supplies

Office Operations

• Maintain cleanliness and organization of reception area

• Coordinate with vendors and service providers when necessary

• Support special events, trainings, or staff meetings

• Assist leadership with miscellaneous clerical duties

Required Qualifications

• High school diploma or equivalent required

• 1–2 years of administrative or customer service experience preferred

• Proficient in Microsoft Office (Word, Excel, Outlook)

• Strong verbal and written communication skills

• Professional appearance and demeanor

• Ability to multitask and prioritize in a fast-paced environment

Competencies

• Customer Service Orientation

• Organizational Skills

• Attention to Detail

• Confidentiality and Professional Judgment

• Time Management

• Team Collaboration

Physical Requirements

• Prolonged periods of sitting and working on a computer

• Ability to lift up to 20 pounds occasionally

Work Environment

This position operates in a professional office environment with routine interaction with staff, clients, and visitors.