RECEPTIONIST & OFFICE ADMINISTRATOR

As the Receptionist & Office Administrator, you are the first point of contact for guests and callers, setting the tone for a welcoming and organized office environment. In addition to managing front-desk responsibilities, you’ll play a key role in supporting the overall operations of the office, with occasional administrative assistance to other departments.

DUTIES & RESPONSIBILITIES

• Answer and transfer all incoming calls.
• Greet guests and notify staff of their arrival. Register the license plates of all visiting guests. Offer beverages to guests and ensure meeting attendees are comfortable.
• Collect, sort, and distribute incoming and outgoing mail.
• Coordinate courier services, including scheduling pickups and tracking deliveries.
• Monitor general office inboxes and forward messages to the appropriate staff.
• Manage incoming packages and notify recipients upon arrival.
• Maintain kitchen and supplies, ensuring coffee, tea, milk, and bottled water are stocked, load and unload dishwasher daily.
• Schedule and confirm boardroom bookings or meeting room availability.
• Order lunch for meetings when required.
• Keep the boardroom clean, organized, and meeting ready.
• Report any building-related issues promptly to property management.
• Provide Accounts Payable support:
• Scan all payables, upload to the appropriate SharePoint folder, and rename per in appropriate month/folder. File in file room.
• Scan and log mileage records accurately.
• Send payment remittances to vendors.
• Help answer any questions from vendors.
• Aid in reorganizing SharePoint folders
• Assist with travel bookings or accommodation arrangements when requested.
• Manage and order office supplies monthly.
• Support onboarding by preparing desk supplies and welcome packages for new employees.
• Legal Support (tentative): provide law firm with Closing Documents on lot closings with help from Sales & Finance, manage correspondence on minute book updates, file legal documents in Legal folder.
• Property tax notices: updated “Owned Land” sheet, organize builder & Landrex tax notices.

Someone in this role will be successful if they:

• Are confident and comfortable with computers, including Microsoft Office, SharePoint, and other office software.
• Have strong organizational skills and can manage multiple priorities with attention to detail.
• Communicate clearly and professionally, both in person and in writing.
• Show initiative and can solve small problems independently before they escalate.
• Provide a welcoming and professional presence for staff, guests, and business partners.
• Enjoy supporting others and take pride in maintaining an efficient, well-run office environment