Reception Associate

Reception Associate

Job Overview

The Reception Associate provides exceptional customer service by welcoming and assisting visitors, answering incoming calls, and supporting the daily needs of client employees. This role serves as a key point of contact and helps maintain a professional, welcoming environment through prompt, courteous, and efficient service.

In addition to reception and concierge responsibilities, the Reception Associate may provide cross-functional support in other SPS service areas, including mail and shipping operations, hospitality, conference room support, and general office services based on operational needs.

Duties and Responsibilities

• Provide exceptional customer service to all employees, visitors, and callers through professional, courteous, and responsive communication.

• Greet visitors, assist with inquiries, and ensure a welcoming and professional reception experience.

• Answer incoming telephone calls, route callers to the appropriate individuals or departments, and provide general information as needed.

• Manage visitor registration, including ensuring visitors complete required registration procedures and acknowledge applicable confidentiality or nondisclosure requirements.

• Issue temporary access badges and facility access cards to employees and visitors in accordance with established procedures.

• Track loaned access cards and follow up on outstanding returns, escalating issues to Security when necessary.

• Maintain accurate and up-to-date phone directories, speed dial lists, and other reception resources.

• Receive and notify employees of incoming deliveries and coordinate package distribution with the mailroom as appropriate.

• Provide light administrative support, including scheduling meeting rooms, coordinating catering, preparing materials, and assisting other teams with projects as needed.

• Assist with conference room and meeting space setups, including arranging furniture and replenishing supplies.

• Maintain and replenish kitchen, pantry, barista, conference, and common areas to ensure they remain clean, organized, and properly stocked.

• Monitor office supply levels and assist with ordering and replenishment as needed.

• Assist with copy and print requests and monitor office equipment to ensure proper functionality.

• Cross-train and provide backup support for mailroom, shipping, and other office service functions as needed, including sorting and distributing mail and tracking packages.

• Maintain a neat, organized, and professional reception area.

• Handle sensitive inquiries and confidential information with discretion, escalating concerns to the appropriate management team when necessary.

• Build and maintain positive working relationships with client employees, visitors, and SPS colleagues.

• Proactively identify additional tasks and provide support during periods of lower activity.

• Perform other duties as assigned.

Qualifications

• High school diploma or equivalent required.

• 1–3 years of prior work experience; experience in reception, administrative support, concierge services, or customer service strongly preferred.

• Excellent verbal and written communication skills.

• Strong customer service skills and a professional, welcoming demeanor.

• Excellent organizational and time management skills with the ability to multitask and prioritize competing responsibilities.

• Strong attention to detail and the ability to maintain confidentiality.

• Ability to problem-solve, follow instructions, and adapt to changing priorities and situations.

• Proficiency with Microsoft Office applications and the ability to learn computer-based systems, multi-line phone systems, and other office technologies.

• Ability to work assigned hours and maintain a professional appearance and attitude.

• Ability to adhere to all SPS and client policies, procedures, and service standards.

Competencies

• Customer Service: Demonstrates a commitment to providing an exceptional experience for employees, visitors, and callers.

• Communication: Communicates clearly, professionally, and courteously in person, over the phone, and in writing.

• Professionalism: Maintains a polished appearance, positive attitude, and composure in a fast-paced environment.

• Organization and Attention to Detail: Effectively manages multiple tasks, maintains accurate information, and keeps work areas organized.

• Confidentiality and Integrity: Exercises sound judgment and discretion when handling sensitive information.

• Adaptability: Responds positively to changing priorities and operational needs.

• Teamwork: Works collaboratively with SPS colleagues and client teams to support overall service delivery.

• Initiative: Recognizes opportunities to assist others and proactively contributes to daily operations.

Physical Requirements

• Fine and/or gross motor skills, including the ability to grasp, lift, carry, or otherwise move packages using a standard wheeled cart with a load capacity of 60 pounds.

• Ability to walk, bend, kneel, stand, and/or sit for extended periods of time.

• Manual dexterity required to operate office equipment, including phones, computers, copiers, scanners, and binding equipment.

• Ability to lift or move 40 pounds or greater frequently.

Other Duties

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this position. Duties, responsibilities, and activities may change at any time with or without notice.

WHAT WE OFFER

• Career Growth: An opportunity to enter a job that allows you to learn new skills or use a variety of them that may lead you to uncover other career opportunities.
• Learning & Development: At SPS, we promote a work culture of learning so that you can develop to be the best at what you do.
• We Recognize Talent: We offer a variety of recognition programs for all levels of employees.
• Paid Time Off: Full time: Minimum of 80 hours/calendar year. Part time/temporary: Minimum of 1 hour for every 30 hours worked. PTO amounts may increase based on tenure and/or the assigned account. PTO allows employees to take approved time off for any reason.
• Bonuses: Are available for employee and client referrals for current employees.
• Benefit Offerings: Medical, Dental, Vision, HCFSA, DCFSA, HSA, Commuter Transit and Parking Pre-Tax Plans, Supplemental Life Insurance, Accident Insurance, Critical Illness, Hospital Indemnity, Legal Program, Identify Theft Protection, Pet Discounts, Pet Insurance, Group Home and Auto Insurance, EAP, Short Term Disability, Life Insurance, Education Discounts, 401k w/ matching, and Entertainment Discounts.
• Note: Please inquire with the Human Resources team for benefit offerings per role as regular positions that routinely are under 30 hours/week may have a different benefit offering.

About SPS

SPS is a global workplace solutions and business transformation company operating in more than 20 countries. Across North America, we help clients enhance workplace experiences and business operations through services including workplace support, physical and digital mailroom solutions, intelligent document processing, reception and concierge services, and other business support offerings.

Our clients include leading organizations across banking, insurance, legal, higher education, professional services, and many Fortune 500 companies.

At SPS we embrace the uniqueness of our employees and are committed to the fair and equal treatment of all people, applicants, and employees by promoting a culture of access, inclusion, equity and diversity.

SPS provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual and reproductive health choices, national origin, age, disability, genetics, military status, gender identity or expression, sexual orientation and/or any other status protected by applicable law.

Colorado only: We accept applications for an expected minimum of 5 days from the date it is posted. The posting may remain open longer as needed to ensure a robust and inclusive applicant pool.

To ensure a fair and authentic interview process, applicants may not use AI tools or any other form of real-time assistance during interviews. SPS team members may use transcription or note-taking technology solely to support accurate interview documentation. No AI or automated decision-making tools are used to screen, assess, or select candidates for this role. SPS uses the Greenhouse Applicant Tracking System to facilitate application management and recruiting workflows. Human recruiters and hiring managers review applications and exercise independent judgment throughout the hiring process.

SPS offers reasonable accommodations in the hiring and employment process for individuals with disabilities. If you need assistance in the application or hiring process to accommodate a disability, you may request an accommodation at any time.

To view our privacy policy, click on the link below: Data Privacy Statement

Acknowledgement Section: By submitting an application, by hitting "Submit Application", you certify that the information contained in this application is true and complete. You attest to the fact that the answers provided are correct to the best of your knowledge and ability. You certify that you have not knowingly withheld any information that might affect your chances for hiring. You understand that any false information or omission (including any misstatement) on this application or on any document used to secure this employment can be grounds for rejection of application or, if you are employed by SPS can be grounds for immediate termination from this company.