Full Time Receptionist

Job ID: 004

Position: Receptionist

Reports To: Executive Director

Schedule: Full Time

Position Overview

The Receptionist serves as the first point of contact for Somos Inc., providing exceptional customer service to visitors, members, sponsors, elected officials, partners, and the public. This position is responsible for managing answering and directing phone calls, greeting visitors, providing administrative support, and ensuring the office operates efficiently and professionally. The ideal candidate will have strong communication skills, the ability to multitask, and a positive, customer-focused attitude.

Essential Duties and Responsibilities

• Answer, screen, and direct incoming telephone calls.
• Respond to general inquiries via phone, email, and in person.
• Receive and distribute mail, packages, and deliveries.
• Provide administrative support to the Executive Director and staff as assigned.
• Schedule meetings and assist with conference room reservations.
• Prepare correspondence, letters, labels, and basic reports.
• Maintain electronic and physical filing systems.
• Assist with copying, scanning, printing, and document preparation.
• Order and maintain office supplies and inventory.
• Assist with conference registration and attendee inquiries.
• Support event logistics, including preparing name badges, registration packets, and materials.
• Respond to participants' questions regarding conferences, workshops, and events.
• Enter and maintain accurate records in organizational databases.
• Update contact information for members, sponsors, and stakeholders.
• Maintain confidentiality of organizational information and records.
• Monitor office equipment and coordinate service requests when necessary.
• Assist with maintaining office calendars and scheduling.
• Coordinate incoming and outgoing shipments.
• Perform other administrative duties as assigned.

Qualifications

• High school diploma or equivalent required; associate degree preferred.
• Minimum of 2 years of receptionist, administrative, or customer service experience.
• Excellent verbal and written communication skills.
• Strong interpersonal and customer service skills.
• Professional appearance and demeanor.
• Strong organizational skills and attention to detail.
• Ability to multitask and prioritize responsibilities in a fast-paced environment.
• Ability to work independently and collaboratively.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Google Workspace experience
• Familiarity with office equipment including copiers, scanners, and multi-line telephone systems
• Experience with CRM or event registration systems is a plus
• Bilingual (English/Spanish) preferred.
• Experience working with nonprofit organizations or membership associations is preferred.
• Experience supporting conferences or special events is a plus.
• Must have a valid NY state driver license
• Must have a passport or real ID
• Must be able to travel within and outside of New York State
• Ability to sit, stand, and walk for extended periods.
• Ability to lift to 50 pounds occasionally.
• Ability to perform routine office tasks requiring manual dexterity.
• Must be available during conference seasons for on-call services.

Compensation

• 35 – 40 hours a week
• Up to $45,000 annually

Pay: Up to $45,000.00 per year

Work Location: In person