Front Desk Receptionist

Receptionist – Generic JD

The Receptionist serves as the first point of contact for visitors, clients, executives, board members, and employees at the company's global headquarters. This role is responsible for delivering a world-class guest experience while ensuring efficient front desk operations, adherence to security protocols, and seamless coordination of workplace services. The ideal candidate is highly professional, customer-focused, and capable of managing multiple priorities in a fast-paced corporate environment.

Key Responsibilities

Visitor & Guest Experience

• Welcome and assist visitors, customers, vendors, executives, and board members in a professional and courteous manner.
• Manage visitor check-in processes, issue badges, and ensure compliance with company security procedures.
• Provide concierge-level support, including directions, meeting room guidance, transportation coordination, and general assistance.
• Maintain a polished, organized, and professional reception area that reflects the company's brand and culture.

Front Desk Operations

• Check the main voicemail line / email in box regularly and direct those messages accordingly
• Manage headquarters reception coverage during business hours. There are times when you will need to arrive earlier and be required to stay later than regular business hours depending on the day’s activities
• Receive, sort, and distribute mail, packages, and courier deliveries.
• Maintains visitor logs, records, and reports as required.
• Coordinate conference room bookings and assist with meeting logistics. Provide support to the Meeting Planner Executive Assistant when on vacation / OOO
• Enter Work Orders for HQ Office repairs

Administrative Support

• Being a team member of the executive admin team.
• Support executive visits, leadership meetings, and company events by coordinating visitor logistics and hospitality services.
• Assist with scheduling, administrative tasks, and special projects assigned.
• Order supplies, submit invoices for payment
• Mail: Postage for outgoing mail, assist with express packages, certified mail, postage supplies
• Assist with conference room organization, stocking of items, etc.

Security & Compliance

• Follow all corporate security, confidentiality, and workplace safety protocols.
• Monitor visitor access, visitor badge monitoring and escalate security concerns appropriately.
• Protect sensitive information and maintain strict confidentiality regarding employees, customers, and business operations.
• Work with the administrative team to ensure a safe and welcoming environment.

Workplace Experience Support

• Coordinate catering, refreshments, and hospitality services for meetings and events.
• Partner with Facilities and IT teams to resolve workplace issues affecting guests and employees.
• Identify opportunities to improve guest experience and reception processes.

Required Qualifications

• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• 3 years of receptionist, front office, hospitality, customer service, or administrative experience in a corporate environment.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
• Experience with visitor management, scheduling, and office systems preferred.

Knowledge, Skills, and Abilities

• Exceptional verbal and written communication skills.
• Professional executive presence and polished customer service approach.
• Strong organizational and multitasking abilities.
• Ability to remain composed and resourceful in a fast-paced environment.
• Sound judgment and discretion when handling confidential information.
• Strong attention to detail and commitment to accuracy.
• Ability to work collaboratively across departments and organizational levels.
• Demonstrated commitment to service excellence and continuous improvement.

Working Conditions

• Office-based at corporate headquarters.
• Regular interaction with senior executives, external stakeholders, and employees.
• Ability to sit, stand, and move throughout the facility as needed and assist where needed.
• Occasional support for early morning, evening, or special corporate events