Receptionist

The Receptionist is a key member of the Superior Bowen team, serving as the first point of contact for visitors, clients, and employees. This role is responsible for creating a welcoming and professional office environment while supporting the daily flow of operations. The Receptionist manages front desk activities, coordinates office logistics, maintains organized and well-stocked spaces, and provides administrative and accounts payable support to ensure the business runs smoothly and efficiently.

Duties & Responsibilities

Front Desk & Office Presence

• Greet and welcome visitors, clients, and vendors with a professional and friendly demeanor

• Answer and direct incoming phone calls, take messages, and route inquiries appropriately

• Manage incoming and outgoing mail, packages, and deliveries

• Maintain a clean, organized, and professional front desk and reception area

• Serve as the primary point of contact for general office questions and day-to-day needs

Office Supplies & Inventory

• Order and restock office supplies, snacks, and beverages as needed

• Manage kitchen supply inventory and place replenishment orders

Conference Room & Common Area Upkeep

• Restock snack areas, mini-fridges, and kitchen supplies in conference rooms

• Ensure common areas are tidy, presentable, and ready for daily use and scheduled meetings

• Monitor supply levels proactively and address shortages before they impact operations

Meeting & Lunch Coordination

• Coordinate logistics for lunch meetings, shop lunches, and leadership gatherings

• Arrange catering orders, confirm headcounts, and ensure meeting spaces are set up in advance

• Assist with scheduling and calendar coordination as needed

Facilities & Building Maintenance

• Submit and manage work orders for building maintenance issues, including HVAC, lighting, leaks, and other facility needs

• Track the status of open work orders and communicate updates to employees in a timely manner

• Act as the liaison between building management and internal staff for day-to-day facility needs

Accounts Payable Support

• Review and code specialty credit card transactions and invoices to the appropriate job, phase, and cost type, ensuring timely and accurate reflection in project costs

Minimum Requirements, Abilities and Expectations

• 1–2 years of experience in a receptionist, administrative assistant, or office coordinator role
• Friendly and professional demeanor with strong interpersonal and communication skills
• Highly organized with the ability to manage multiple priorities in a fast-paced environment
• Proactive mindset with the ability to anticipate needs and take initiative
• Proficiency in Microsoft Office (Word, Excel, Outlook) and general office technology
• Strong attention to detail, especially when handling financial documentation
• Reliable, punctual, and accountable with a strong sense of ownership

Core Competencies

Customer Focus: Builds strong relationships with visitors, clients, and team members; creates a welcoming and positive experience for everyone entering the office

Organizational Skills: Maintains order and structure across multiple responsibilities; keeps spaces, processes, and tasks running smoothly and efficiently

Proactiveness: Anticipates needs and takes action without being asked; identifies opportunities to improve office flow and team support

Communication: Communicates clearly and effectively in person, over the phone, and in writing; ensures information is shared accurately and timely

Attention to Detail: Ensures accuracy in administrative and financial tasks; catches errors and maintains high standards of quality

Dependability: Consistently shows up prepared and reliable; takes ownership of responsibilities and follows through

Superior Bowen is committed to providing equal employment opportunities and will consider all qualified applicants for employment without regard to race, color, religion, sex, age, pregnancy, physical or mental disability, genetics, sexual orientation, gender identity, veteran status, national origin, or any other legally protected status.