Front Desk Receptionist & Office Administrator

If you're a sharp, upbeat professional who's thrilled to be the warm first impression for clients and visitors, keep a high-energy young team organized and firing on all cylinders, and turn everyday chaos into smooth, efficient operations in a fast-growing company, this role is calling your name. We're seeking someone who blends top-notch front-desk hospitality, razor-sharp administrative skills, and a proactive "I've got this" attitude—think polished concierge meets indispensable right-hand support, but in a vibrant, no-red-tape startup/scale-up environment where your ideas and hustle directly fuel our momentum and growth.

Role Overview

We are seeking a bright, energetic, and highly organized Front Desk Receptionist & Office Administrator to serve as the first point of contact for our visitors, clients, and team members. This multifaceted role combines warm front-desk hospitality with proactive administrative support. If you're knowledgeable, quick on your feet, and thrive in a fast-paced environment where no two days are the same, this is the perfect opportunity to make a real impact!

Key Responsibilities

Front Desk & Office Support

• Greet all visitors with a warm, professional demeanor and ensure a positive first impression.
• Manage the main phone line: screen calls, direct inquiries, take accurate messages, and respond promptly to general questions.
• Handle incoming/outgoing mail, package deliveries (signing for and distributing), and maintain office supply inventory (ordering and stocking as needed).
• Keep the reception area, common spaces, and break areas clean, tidy, and welcoming at all times.
• Provide front-desk coverage as required and assist with light cleanup/setup after team lunches, meetings, or office events.
  
  

Administrative & Team Support

• Deliver general clerical and administrative assistance to the team.
• Help prepare for meetings: assemble materials, set up rooms, and support presentations or virtual setups.
• Coordinate travel arrangements, book flights/hotels, and prepare detailed itineraries.
• Process and submit expense reports accurately and on time.
• Support client meetings, internal events, and team gatherings (logistics, RSVPs, materials).
• Draft, proofread, and edit basic documents, emails, and correspondence.
• Maintain organized, up-to-date client engagement records and databases.
• Generate simple reports or summaries as requested.
  
  

What We’re Looking For

• 1–2 years of experience in a front desk, receptionist, administrative assistant, office coordinator, or similar role.
• Warm, confident, and professional communication style—excellent in-person presence and phone etiquette.
• Strong organizational skills with the ability to prioritize, multitask, and stay calm under pressure.
• Comfortable and proficient with Microsoft Office (Outlook, Word, Excel, PowerPoint) and common business tools/apps (e.g., Google Workspace, scheduling software, or CRM basics).
• Proactive, resourceful mindset — you spot what needs doing and jump in without being asked.
• Positive attitude, high energy, and a genuine desire to support a collaborative team.
• Reliable, detail-oriented, and discreet with confidential information.
  
  

Why You’ll Love Working Here

• Supportive, collaborative team environment.
• Opportunities to grow your skills and take on new responsibilities.
• A role where you get to make a meaningful impact on both client and team experience
  
  

Why Join Vanguard?

Vanguard Maintenance & Electrical is a fast-scaling, innovative electrical contractor with strong New York City roots since 2007. We specialize in low-voltage temperature controls and Building Management Systems (BMS), delivering smart, efficient solutions that optimize commercial and industrial spaces—without the high-voltage side of traditional electrical work.

We smartly pivoted and expanded during challenging times, growing our footprint into Texas and now boasting over 250 team members powering projects across NYC, Dallas-Fort Worth, Austin, San Antonio, and beyond. We're creating real impact in smarter, more sustainable built environments while prioritizing organizational health, team well-being, and a culture that rewards hustle and fresh ideas.

What do you stand to gain as our Front Desk Receptionist & Office Administrator?

• Central Impact Role: Be the welcoming, organized heartbeat of our office—making a strong first impression on clients, keeping our high-energy team supported and efficient, and directly contributing to smooth operations as we scale rapidly.
• Growth & Learning Opportunities: Work closely with founders, executives, and project leaders in a mentorship-rich environment; gain exposure to fast-paced construction/tech operations, build transferable skills, and position yourself for advancement as Vanguard continues to expand.
• Meaningful Daily Work: Support real-world initiatives that drive project success, client satisfaction, and operational excellence—whether it's coordinating travel for field teams, prepping for key meetings, or ensuring the office runs like clockwork amid our booming pipeline.
• Great Culture & Perks: Enjoy a collaborative, supportive vibe with competitive salary potential performance incentives, comprehensive health benefits, team outings/events, and a workplace that genuinely values balance, innovation, and well-being.
• If you're energized by being the reliable, proactive force that keeps a growing crew of ambitious specialists moving forward—and ready to help shape Vanguard's next exciting chapter—apply now! Send your resume and a short note on why this role excites you (and what draws you to a dynamic company like ours). We're excited to meet the sharp, upbeat professional who'll help keep everything humming as we grow!