Receptionist

Job Title: Receptionist 

Reports To: The Receptionist will report to the Client Services Supervisor, Client Services Manager, or equivalent leadership. 

Job Overview: 

The Receptionist provides exceptional service by greeting and assisting all visitors and answering inbound calls. Continuously offers the highest level of service to all corporate employees and their visitors. Maintains a professional image of the company by providing prompt, courteous, and efficient service. As an effort to be a cross-trained team player, the receptionist may be called upon to assist in other SPS service areas such as, but not limited to mail/shipping operations, hospitality, and general office/facilities work based on operational needs to provide a top-tier customer experience. 

Overall, this position continuously offers the highest level of service to all clients and SPS employees while maintaining a professional image of the company by providing prompt, courteous, and efficient service. 

Main Functions: 

• Serve as the primary reception/concierge point of contact, answering all calls and correspondence and delivering an exceptional customer service experience to employees, clients, vendors, and visitors.
• Manage the front desk, reception area, and conference center to ensure a polished, organized, and welcoming environment.
• Greet, register, and announce visitors; ensure NDA compliance and coordinate building access using the Kastle system.
• Issue and manage temporary badges, access cards, parking passes, and maintain accurate Kastle key and access inventories.
• Schedule and manage conference rooms, perform meeting and event set-ups and breakdowns, and coordinate catering and logistics.
• Partner with IT/AV teams to ensure seamless meeting coverage and assist with basic conference room technology support.
• Provide light facilities and hospitality support, including assisting with troubleshooting tickets, ordering and stocking supplies, and maintaining kitchen and service areas.
• Receive, track, and distribute mail and packages; cross-train with Mail Services to support sorting and distribution as needed.
• Monitor office supplies, guest services equipment, and office presentation; submit service requests and coordinate with Facilities and building management.
• Maintain professionalism, discretion, and composure when handling sensitive or confidential information, and proactively support special projects as needed.

Competencies: 

• Driven by client satisfaction
• Strong integrity, solid business ethics
• Excellent communication skills
• Expert in customer service skills, professional attitude, and appearance
• Good organizational skills
• Ability to maintain confidentiality  
• Strong attention to detail
• Strong aptitude in effectively managing time and on-going tasks 
• Results-oriented
• Works well with people both internal (SPS) and external (assigned client)  
• Fast learner
• Good at following instructions and handling change and/or adverse situations in customer service environments 

Qualifications and Education Requirements: 

• High School Diploma (or equivalent) required.
• 1-3 years prior work experience. Strong preference in previous administrative/reception/concierge professional experience. 
• Ability to work assigned work hours determined by the manager.  
• Excellent organizational and time management skills.
• Analytical abilities and aptitude in problem-solving.
• Superb written and verbal English communication skills.
• A strong task-driven personality driven by customer satisfaction. 
• Ability to multi-task and prioritize tasks, assignments, and customer needs. 
  Current knowledge or ability to learn computer-based systems required for functions of position such as: Multi-phone line systems, PC/Mac systems, MS Office experience, Multifunctional devices (i.e. Copiers/Scanners), Fax/mail machines and/or other devices used in SPS service areas.
• Required to maintain an overall professional appearance and attitude.
• Adhere to all policies and procedures required. 

Physical Demands: 

• Fine and/or gross motor skills, including the ability to grasp, lift and/or carry or otherwise move packages on a standard wheeled cart with a load capacity of 60 lbs.
• Ability to walk, bend, kneel, stand, and/or sit for an extended period of time.
• Manual dexterity required for operating office machinery (phone, copy machines, binding equipment, etc.).
• Ability to lift or move 40 lbs. or greater frequently. 

Travel: None or Negligible 

Other Duties: 

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