Corporate Office Receptionist

Practice Area administrative
Job Family Administrative
Job Type Contract To Perm
Location Greater Boston
Primary Location: Newton, MA
Schedule: M-F, 8:30-5:00pm

Summary of Position:
Under direct supervision, performs receptionist duties including greeting visitors, scheduling appointments and operating telephone switchboard or console. Normally functions independently although there is a supervisor to whom non-routine inquiries are forwarded. Usually reports to department manager or supervisor.

Essential Functions:
  • Answers multiple incoming lines, routes and directs phone calls via telephone switchboard or console as appropriate. Obtains necessary information and transfers calls to correct individual. 
  • Takes messages or forwards calls to voicemail when staff are unavailable to take calls.
  • Provides personalized reception of visitors and excellent customer service. Greets visitors, determines nature of visit and provides appropriate information. Monitors visitor access to offices and issues passes when required. May provide directions or escort visitors to requested location/office when needed.
  • Performs incidental clerical work including typing, collating, filing, faxing and photocopying as needed.
  • Responsible for overseeing conference room schedules for site. Schedules and updates conference room calendars.
  • Monitors waiting area to ensure all visitors are helped. Informs visitors of any delays.
  • Ensures waiting area has a neat and professional ambiance.
  • Receives, sorts, and routes mail.
  • Orders, receives, and maintains office supplies and deliveries. Received PO#’s in Oracle.
  • May maintain fax machines, assist users, send faxes, and retrieve and route incoming faxes.
  • Performs all job functions in compliance with applicable federal, state, local and company policies and procedures.
  • Maintains copier machines in main areas to keep supplies in stock and place service requests as necessary.
  • Maintains kitchen supplies and submit check requests for coffee supplier.
  • Reports requests to Building Services or property manager and schedules conference room set-ups.
Minimum Requirements
  • High school diploma or equivalent experience required.
Skills and Experience: 
  • At least one year of experience as a receptionist in a busy corporate office type environment. 
  • Previous experience scheduling space/meeting rooms in Outlook required. 
  • Experience handling multi-line phone system required. 
  • Must be able to deal with competing priorities and changes on a regular basis. 
  • Must be articulate, courteous, and professional with excellent communication and interpersonal skills. 
  • Ability to maintain composure under stress and exercise discretion. 
  • Basic Computer skills required.

Position ID: 38920