Reception & Front Desk Operations

• Cultivate an atmosphere of openness, inclusivity, and professionalism for all visitors, internal partners, and external stakeholders.
• Welcome, check in, and log visitors in a warm and friendly manner; answer inquiries and direct visitors to meeting spaces and parking assignments or validations.
• Serve as the primary operator of the multi-line phone system, answering and directing incoming calls in a polite and professional manner.
• Demonstrate reliability by attending all assigned shifts on time.
• Maintain a clean, safe, and organized reception area and immediate surroundings.
• Open, date stamp, sort, scan, and distribute incoming mail; notify staff of incoming packages and ensure timely distribution.
• Prepare and coordinate outgoing mail and packages using courier services (UPS, FedEx, etc.) and assist staff with shipping needs.
• Operate office equipment and coordinate vendor repairs as needed.
• Communicate regularly with office vendors, including plants, coffee service, repairs, and building services.
• Serve as the primary point of contact for building-related issues, submitting work orders to building management and coordinating access badges and vendor access.

Administrative Support

• Provide general clerical and administrative support to the office.
• Manage incoming and outgoing email and mail correspondence.
• Maintain Outlook calendars for conference rooms and catering deliveries.
• Assist staff with booking and setting up conference rooms for meetings.
• Process invoices for payment in a timely and accurate manner.
• Support internal events, including Open Houses, client meetings, Bellringers, and happy hours.

Office Operations & Event Support

• Maintain and stock office spaces, breakrooms, kitchens, fridges, and training rooms to ensure a consistently business-ready environment.
• Coordinate with building maintenance for cleaning and trash removal before, during, and after office events.
• Support preventative and corrective maintenance of office appliances and assets in partnership with appropriate departments.
• Arrange and manage internal meeting logistics, including lunches, refreshments, materials, and supplies.
• Coordinate and manage internal events, serving as a primary planner for select team-building initiatives in collaboration with leadership.
• Partner with the Marketing team to curate content for office monitors and maintain weekly event calendars.
• Maintain high standards for cleanliness, organization, and aesthetics throughout the office.
• Coordinate seasonal office dcor, including setup, rotation, and removal.
• Perform additional duties and special projects as assigned.