Receptionist-Executive Level

Location: Onsite
Work Hours: Monday–Friday, 7:30 AM – 4:30 PM
Employment Type: Contract (Potential FTE; not guaranteed)
Desk Visibility: High visibility supporting C-Suite Leadership

The Receptionist serves as the first point of contact for visitors and callers, ensuring a professional, welcoming, and efficient front desk experience. This role manages visitor intake, call routing, security protocols, and provides administrative and operational support across Facilities and various departments.

This position requires daily onsite attendance and supports a high-visibility desk that interacts regularly with Executive Leadership.

• Greet and assist visitors in person and by phone; screen, answer, and route inquiries.

• Maintain front desk security procedures, monitor visitor logbook, and manage visitor badge system (including troubleshooting).

• Direct visitors using employee and department directories; provide accurate and clear guidance.

• Transfer calls, manage voicemail routing, and take/deliver messages via email as needed.

• Maintain a safe, clean, organized reception area and follow all procedures, rules, and regulations.

• Document and communicate daily actions, irregularities, and ongoing needs to ensure continuous coverage.

• Update and maintain the front desk guidebook.

• Update and manage OfficeSpace software.

• Create and distribute name tags as required.

• Receive, process, and deliver incoming/outgoing U.S. Government client mail and courier packages.

• Act as on-site liaison with Facilities and Landlord for service tickets and maintenance requests.

• Provide administrative and operational support to the Facilities Department and other departments as needed.

• Manage FM Helpdesk: monitor, coordinate, and respond to job requests.

• Coordinate with third-party suppliers/contractors; attend quarterly supplier review meetings and monitor performance against KPIs and SLAs.

• Assist with project work as assigned.

• This role does not have supervisory responsibilities.

• Reports to: Manager, Office Services Supervisor

• High School Diploma or equivalent.

• Minimum six (6) months of front desk and switchboard experience.

• Proficiency in Microsoft Office Suite (Word, Excel, Visio, PowerPoint).

• Working knowledge of Cisco Phone Switchboard (Akkadian).

• Experience with Oracle Systems (PeopleSoft).

• Excellent oral and written communication skills.

• Strong ability to work in a fast-paced environment.

• Professional phone etiquette and customer service skills.

• Professional appearance and demeanor.

• Warm, engaging presence for visitor interaction.

• Ability to learn new software and technical systems.