Corporate Receptionist

Job Title: Corporate Receptionist

Department: Administration

Reports To: Chief Executive Officer

Job Summary:

The Corporate Receptionist serves as the first point of contact for Vista Care’s Corporate Headquarters in Sheboygan, Wisconsin. Under the direction of the Executive Assistant to the CEO, this position is responsible for greeting and assisting visitors, managing incoming communications, ensuring a professional and welcoming office environment, and providing administrative support to corporate leadership.

The Corporate Receptionist also plays an active role in supporting company-wide initiatives, coordinating office supplies and facility needs, and assisting in the planning and execution of onsite meetings and events. This role requires exceptional attention to detail, professionalism, and the ability to thrive in a fast-paced, growing organization.

Vista Care provides services to individuals with intellectual and developmental disabilities (I/DD) in six states. Driven by a mission to serve more people, better, while keeping them in our hearts and actions at all times, each team member has an impact on individuals supported.

Duties/Responsibilities:

Front Desk and Guest Relations:

• Greet and welcome visitors, vendors, and employees in a courteous, professional manner.
• Manage the main phone lines and general email inbox; route calls and messages promptly.
• Ensure compliance with visitor security and check-in procedures.
• Ensure reception and common areas are neat, organized, and reflective of Vista Care’s professional image.

Office Administration

• Maintain adequate office, kitchen, and common area supply inventory; place and track orders as needed.
• Receive, sort, and distribute incoming mail and packages; prepare and manage outgoing mail and shipments.
• Coordinate maintenance requests and service calls for office equipment and building systems.
• Collaborate with custodial staff to maintain a clean, welcoming, and safe office environment.
• Maintain the corporate apartments calendar and assist with coordination of reservations.
• Support document scanning, filing, and electronic recordkeeping as needed.

Meeting/Event Support

• Assist the Executive team and Owners with planning and logistics for corporate meetings and onsite events, including scheduling, catering, and setup.
• Maintain the corporate conference room calendar and assist with coordination of space usage.
• Prepare meeting materials and provide day-of support for meetings and events.

Communication

• Draft, proofread, and distribute correspondence such as memos, announcements, and invitations.
• Provide professional and friendly responses to internal and external inquiries.
• Support communication needs for the CEO, corporate departments, and company-wide initiatives.
• Uphold a high standard of professionalism, accuracy, and confidentiality in all interactions

Behavior

• Demonstrate behavior consistent with Vista Care’s mission, values, and culture.
• Present a polished, professional image and serve as a positive ambassador for the organization.
• Communicate respectfully and effectively with individuals supported, families & guardians, team members, and external partners.
• Other duties or responsibilities as directed

Qualifications and Experience:

• Must be at least 18 years of age.
• Prior experience in a receptionist, customer service, and/or administrative role in a professional or corporate environment.
• Proficiency in computer technology including, but not limited to: Google Workspace (Gmail, Calendar, Docs, Sheets), Microsoft Office, and Concur/credit card reporting system
• Critical thinking and the ability to make effective decisions that align with Vista Care Mission, Vision, and Values.
• Dependable, self-motivated, and able to work both independently and collaboratively.
• Ability to prioritize tasks.
• Attention to detail and exceptional organizational skills.
• Excellent interpersonal skills
• Maintains a high degree of professionalism, including maintaining professional boundaries and adherence to confidentiality.
• Ability to function well in a high-paced environment.
• Ability to communicate professionally across all departments.
• Adaptability to organizational changes and the willingness to be a change agent.

Education:

• High school diploma or equivalent required

Working Conditions/Physical Requirements:

• On-site position; work performed primarily in an office environment.
• Prolonged periods of sitting at a desk and working on a computer/laptop.
• Ability to sit or stand for extended periods.
• Fluency in oral and written English; must be able to give and receive verbal and written instructions in English.
• Occasional lifting (up to 25lbs) when handling office supplies, packages, and/or event materials.
• Prompt and regular attendance is required.