Receptionist / Office Coordinator

Front Desk & Guest Experience

• Greet in-person clients, employees, visitors, prospective employees, and vendors in a friendly manner, ensuring a positive first impression of the organization.
• Handle all incoming phone calls promptly and accurately, following departmental guidelines and individual preferences to ensure clear communication and customer satisfaction.
• Keep the reception area well organized, reflecting the company's professionalism and attention to detail.
• Maintain visitor logs, safety and emergency contact information, and office policies and procedures in line with company security protocols.

Onboarding & Recruiting Support

• Welcome new hires and applicants and guide them to the appropriate conference rooms, coordinating with the recruiting team on interview days.
• Support HR and department leaders with new hire logistics, such as preparing workstations, badges, and welcome materials, and coordinating orientation schedules.

Office Operations & Facilities

• Manage the receipt, distribution, and dispatch of mail and packages, ensuring timely delivery.
• Monitor office supply inventory and place orders as needed to keep adequate stock on hand.
• Keep the breakroom and meeting areas fully stocked with essential supplies.
• Coordinate office operations and facilities needs, including working with building management and vendors on maintenance, repairs, cleaning, security, and equipment servicing.
• Process and track office-related invoices, expense reports, purchase requests, and vendor accounts, ensuring accuracy and timely submission.

Scheduling, Events & Administrative Support

• Coordinate and maintain calendars, schedule meetings and conference room reservations, and arrange logistics, catering, and materials for internal and external meetings and events.
• Provide general administrative support, including preparing and formatting documents, data entry, filing, and maintaining organized electronic and physical records.
• Coordinate employee engagement activities, company events, travel, and special projects as assigned.
• Collaborate with team members by offering support on a variety of tasks as needed, fostering a cooperative and efficient work environment.

Requirements

• 2+ years of experience in general office administration, customer service, or a related field, with a solid understanding of office dynamics and customer engagement.
• High school diploma or equivalent, with a commitment to ongoing learning and professional development.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook), including managing calendars, tracking records, and preparing basic documents and spreadsheets.
• Bilingual in Spanish and English.
• Exceptional verbal and written communication skills, strong organization and time management, and the ability to multitask, prioritize competing deadlines, and pay close attention to detail.
• Positive, friendly demeanor and a strong commitment to exceptional customer service, understanding that every employee is also a valued customer.
• Consistently high, positive energy and a proactive approach to exceeding expectations.
• Skilled at building trusting relationships at all levels of the organization, from executives to field tradespeople.

Preferred

• Experience supporting a construction, field-based, or multi-location organization.
• Experience coordinating events, travel, or vendor relationships.