Office Receptionist in Washington, District of Columbia at First Choice Construction Inc

Position Summary
The Receptionist serves as the welcoming frontline ambassador and administrative anchor for First Choice Construction (FCC), managing the lobby reception area and delivering exceptional customer services to internal departments, field teams, clients, and visitors. Operating with bilingual proficiency (English/Spanish) and professional communication skills, this role bridges daily communication between field operations, corporate administration, and external stakeholders while ensuring smooth front-office administration and hospitality support.

Essential Functions
To comply with the Fair Labor Standards Act (FLSA) and the Americans with Disabilities Act (ADA), essential functions are the core duties that an employee must be able to perform with or without reasonable accommodation.

Guest Services, Frontline Access & Communication
• Greet and assist walk-in guests, visitors, and clients professionally, ensuring security protocols are followed.
• Physically operate and monitor the main front door and exterior gate to gran secure access for guests and employees who lack electronic access fobs.
• Answer, screen, and route incoming telephone calls promptly, accurately transferring calls to appropriate personnel and departments.
• Manage the company’s general information email account, reviewing, responding to routine inquiries, and forwarding department-specific messages to the appropriate party.

Administrative, Operational & Communication Standards Support
• Adhere strictly to company communication standards and maintain a strict 24-hour response standard to all inquiries, requests, and professional activities.
• Maintain accurate daily timekeeping and ensure the timely submission of a completed timesheet for review and approval by the Senior HR Director each Monday by 8:00 AM.
• Provide daily hospitality services by making fresh coffee on a daily basis and maintaining a clean, orderly reception and coffee station area.
• Update and distribute internal company documents, including the company directory, phone extension lists, and staff contact updates.
• Create and print accurate mailing labels for USPS and FedEx shipments, managing outgoing correspondence.
• Monitor office supply inventory levels monthly, restock supplies as needed, maintain inventory logs, and submit reports to the Office Manager.
• Generate purchase orders for office supplies and operational items, submitting them to the Office Manager upon request.
• Assist with administrative tasks such as filing expense reports at the request of the Office Manager.
• Submit IT support tickets on behalf of the company owners and executive staff to resolve technical issues swiftly.
• Distribute important company notices, memos, and HR communications across the office.

Field Support & Programmatic Coordination
• Provide responsive administrative support and communication routing for FCC employees calling or visiting from field job site.
• Support company-wide and Human Resources initiatives, including actively leading the preparation, logistics, and material coordination for job fairs and recruitment events.
• Provide superior, customer-centric services to all internal departments and external visitors, representing FCC’s core values.

Marginal Functions
Marginal functions are secondary job duties that can be reassigned or modified without altering the core nature of the position.

• Participate in special committees or cross-functional process improvement initiatives as requested.
• Perform other related professional duties as assigned by management.

Supervisory Responsibilities
• Direct Reports: None.
• Indirect Responsibilities: Provides front-desk operational coordination and visitor guidance for visiting field staff, clients, and visitors.

Experience & Skills
• High school diploma or equivalent requires; candidates with some college experience preferred.
• Minimum 1 – 3 years of administrative, receptionist, or customer service experience, preferably within a fast-paced construction or corporate office environment.
• Must be legally authorized to work in the United States.
• Fluent bilingual proficiency in written and verbal English and Spanish (required for communicating with diverse field crews and visitors).
• Proficient in written and verbal English.
• Must possess articulate verbal communication skills and exemplary written communication skills for professional correspondence and documentation.
• Reliable transportation is preferred to support occasional office errands and local transport needs.
• Exceptional interpersonal, organizational, and time-management skills with a customer-first mindset.

Technical Competencies
• Professional telephone etiquette and multi-line switchboard management.
• Inventory tracking, stock monitoring, and supply chain reordering procedures.
• Knowledge of standard shipping platforms (USPS, FedEx) and mail management.

Technology & Communication Skills
• Proficient in operating office phone systems and multi-line switchboards.
• Hands-on proficiency using laptop computer, smart phones, and tablet devices to manage digital requests, emails, and internal systems.
• Proficiency in Microsoft Office Suite (Outlook, Word, and Excel) and web-based email clients.
• Ability to submit and track IT support tickets and navigate digital directory databases.

Reports To: Senior HR Director
Employment Type: Full-Time, Non-Exempt
EEO-1 Category: Administrative Support Workers

Physical Demands & Work Environment
• Physical Demands: This position is largely sedentary, sitting in a chair at the reception desk for extended periods while answering calls, greeting guests, and utilizing office technology. The role routinely requires talking, hearing, precise data entry, and utilizing hands and fingers to operate computers, tablets, and smart devices. The employee must frequently lift and/or move office supplies, packages, or files weighing up to 15–20 pounds. Specific vision required includes close visual acuity to review documents, shipping labels, and computer screens.

• Work Environment: This role operates primarily indoors in a professional office setting; however, because the reception desk is situated directly in the building lobby, the area may get drafty at times due to exterior door openings. To ensure comfortability in managing lobby temperature fluctuations, the Receptionist is permitted to layer professional attire (such as sweaters, cardigans, or blazers) as long as it adheres strictly to the company's established dress code policy. Standard office noise levels apply. Remote work is not permitted for this position, as physical lobby presence and gate/door control are required daily. Tuesday is designated as a company flex day in accordance with company policy, though on-site lobby coverage remains mandatory. Coverage support for lunch breaks and out-of-office days is provided by the HR Assistant.

This position offers the opportunity to play a crucial role in supporting both office and field operations while working with a dedicated team in a fast-paced, dynamic environment. The successful candidate will contribute directly to our company's continued growth and success in the commercial construction industry.

We are looking for an energetic, people-centered, proactive, and detail-oriented professional who is passionate about construction and eager to contribute to our team’s success. Our Washington DC office offers a dynamic work environment, opportunities for professional growth, and the chance to contribute to exciting projects that make a difference in the community.