Front Desk Receptionist

We are seeking a highly organized and professional Receptionist to join our growing team. This position is ideal for a detail-oriented individual who thrives in a fast-paced environment and is committed to delivering strong administrative support. The successful candidate will oversee front desk operations, assist with daily operational tasks, and help ensure a smooth and positive vendor experience from initial inquiries through check-out.

Key Responsibilities:

*Serve as the first point of contact for staffs/ vendors, managing check-ins and creating a welcoming atmosphere. Schedule, reschedule, and confirm vendor requests

*Answer phone calls, emails, and other inquiries, providing information on services and policies

*Maintain and update staff records, ensuring accuracy and confidentiality

*Process payments, invoice follow-up, and manage billing inquiries

*Organize and maintain the front desk and waiting area cleanliness

*Welcome guests upon their arrival and assign rooms

*Maintain updated records of staff bookings and vacations

*Answer and manage incoming phone calls in a professional and friendly manner

*Assist with ordering office supplies and maintaining inventory

*Liaise with our housekeeping staff to ensure all offices are clean, tidy and fully-furnished

*Clean, sanitize, and restock office supplies and equipment as needed

*Act as the first point of contact for vendors, ensuring they feel comfortable and informed

*Respond to clients’ complaints in a timely and professional manner

*Address vendor concerns and escalate issues to the appropriate staff when necessary

*Follow up with vendors to ensure satisfaction and adherence to care plans

Perform all check-in and check-out tasksReview emails and faxes and forward to the appropriate parties

*Collect and transmit information and documentation

*Review the phone system for any missed calls and voicemails, forwarding information to the appropriate parties

*Review the calendar, scheduling appointments and transportation

*Manage online and phone reservations

*Inform customers about payment methods and verify their data

*Register guests collecting necessary information (like contact details and exact dates of their stay)

*Inventory Management: Monitoring stock levels, coordinating with suppliers and warehouses for restocking, and assisting in regular audits to ensure accurate records.

*Order Processing & Fulfillment: Verifying payments, printing shipping labels, coordinating with logistics partners and managing returns and exchanges.

*Data Entry & Database Management: Maintaining accurate customer records, order details, and product information in database and e-commerce platforms

.*Schedule estimates and service appointments accurately and efficiently

*Respond to website inquiries and online customer questions

*Route customer requests and technical questions to the appropriate sales or operations team members

*Retrieves and routes incoming calls in a professional manner and provides customer service assistance as appropriate.

*Provide essential support to the daily operations of the office including ordering and organizing all office supplies, photocopying, scanning and faxing.

*Ensure that all incoming and outgoing mail is processed efficiently.

*Maintain extensive filing system, records and databases.

*Handle data entry, filing, and document proofreading with accuracy and efficiency

*Assist with bookkeeping tasks using QuickBooks or similar software

*Support office management functions including organizing meetings and coordinating administrative activities

Pay: $29.00 - $35.00 per hour

Work Location: In person