Receptionist

Ultimate Staffing; Boston (MA); On-site; USD 37,000 - 40,000; Full time

Job summary

Ultimate Staffing is seeking a Receptionist to support Servier in Boston, MA. This onsite role runs 11:00 am–8:00 pm, Monday through Friday, for a 3+ month engagement with possible temp-to-hire. Responsibilities include greeting visitors, handling communications, and assisting with office operations and events.

Ideal candidates have 0–2 years of admin experience and proficiency in Microsoft Office. Bachelor's degree or equivalent is preferred.

Qualifications

• Bachelor's degree or equivalent experience preferred.
• 0-2 years of administrative assistant or related experience.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Responsibilities

• Greet and direct visitors at the front desk.
• Handle correspondence, emails, and phone calls professionally.
• Maintain confidentiality and protect sensitive information.
• Provide administrative support to the office manager.
• Assist Director, Office Management with office budget management.
• Manage and maintain company schedules and distribution lists.
• Prepare documents, reports, and presentations using MS Office.
• Support event setup and onsite event coordination.
• Coordinate facilities and safety compliance as directed.

Skills

MS Office proficiency

Interpersonal skills

Verbal & written communication

Time management

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

Job description

Duration - 3+ Months, possible temp to hire

Schedule - Monday to Friday 11am to 8pm

Pay Range - $27 to $29/hour

Job Description

Role Summary

The Receptionist plays a pivotal role in supporting the day-to-day operations of Servier and ensures efficiency and productivity in a collaborative team environment. Reporting to the Director, Office Management this position will be responsible for a wide range of administrative tasks, contributing to the success of our team and overall company goals.

Primary Responsibilities

Correspondence and Communication:

• Receive visitors at the front desk by greeting, directing, and announcing them appropriately.
• Handle correspondence, emails, and phone calls professionally and efficiently.
• Maintain confidentiality and protect sensitive information.

Administrative Support

• Provides administrative support to the office manager, ensuring smooth and efficient operations.
• Assists Director, Office Management with management of office budget.

Scheduling, Documentation, and Calendar Management

• Manage and maintain company and department schedules and distribution lists.
• Produce and format documents, reports, and presentations using Microsoft Office Suite.
• Ensure materials are accurate, creative, and delivered in a timely manner.
• Acts as an auxiliary resource for Executive Assistants and is cross trained to cover if they are out of the office for extended time.
• Support, maintain, edit and/or update appropriate site files/reports as needed.
• Contribute to team efforts by accomplishing related tasks as needed.

Event Management

• Assists Director, Office Management with onsite event support:
  • Placing food and beverage orders o Set-up of event space, breakdown of space after event completion
  • Maintain proper inventory of event equipment and ensure storage room is properly maintained

Facility Management

• Collaborate with the building management to ensure the smooth functioning of office spaces.
• Coordinate maintenance, repair, service, and utility vendors as needed.
• Assist in conducting safety-related preventative maintenance and safety equipment testing.
• Supports essential central services, such as security, maintenance, physical mail, package delivery, fax, cleaning, catering, waste disposal and recycling, ensuring facilities are well maintained and fully operational.
• Maintain office supplies inventory, monitor stock levels, and place orders as needed for kitchen areas, print areas, and storage.
• Assist with the coordination of Facilities and Administration Induction for visitors
• Assist with sourcing and monitoring suppliers, including ordering, stock control, and distribution of general supplies.
• Ensure compliance with procurement and purchasing policies.

Health & Safety (H&S) Compliance

• Assist in ensuring the workplace meets H&S requirements and complies with legislation.
• Coordinate emergency call-out systems and fire safety procedures. Other duties and responsibilities as directed by the Dir, Office Management.

Education and Required Skills

• Bachelor's degree or equivalent experience preferred.
• 0-2 years of administrative assistant or related experience.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong interpersonal skills and the ability to interact with individuals at all levels.
• Strong written and verbal communication skills.
• Awareness of workplace Health & Safety regulations.

Travel and Location

• Onsite presence in Boston Seaport office, Monday through Friday from 11:00am to 8:00pm excluding holidays and approved requests for flexible time off.
• The Receptionist is expected to arrange for planned backup coverage with the Director, Office Management

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.