Receptionist

Region VII Area Agency on Aging; Michigan; On-site; USD 30,000 - 36,000; Full time

Job summary

Region VII Area Agency on Aging is seeking a friendly receptionist to manage the front desk, greet visitors, and route calls. Responsibilities include basic inquiries, mail handling, scheduling, and light administrative tasks. A high school diploma or equivalent is expected, with preference for prior front desk experience and strong communication skills.

The role requires organization, multitasking, and a professional demeanor to support daily office operations at our Michigan office.

Qualifications

• Experience at front desk or receptionist role preferred.
• Proficiency with Microsoft Office and basic data-entry.
• Ability to answer inquiries in person, by phone, or email.
• Strong verbal and written communication skills.
• Organized and capable of multitasking in a busy environment.

Responsibilities

• WElcomes visitors in a professional and friendly manner.
• Answers, screens, and forwards calls using multi-line systems.
• Provides general information in person, by phone, or via email.
• Directs visitors to appropriate staff or offices.
• Receives, sorts, and distributes mail and deliveries.
• Maintains reception area tidy and presentable.
• Assists in scheduling appointments for staff or departments.
• Performs clerical tasks such as filing, photocopying, data entry, and document prep.
• Supports colleagues with administrative tasks as needed.
• Maintains log of faxes and mail, operates postage meter, and orders supplies.

Skills

Front desk experience

Customer service orientation

Verbal and written communication

Organization and time-management

Multitasking

Attention to detail

Professional demeanor

Data entry

Scheduling appointments

Tech proficiency

Education

High school diploma or equivalent

Tools

Microsoft Office

Email platforms

Multi-line phone systems

Job description

BRIEF SUMMARY OF PURPOSE OF POSITION:

The Receptionist position is responsible for managing the front desk, greeting visitors, answers, and routes calls, copying, mail sorting and postage meter operation, office supply inventory and other support functions as needed to ensure that the agency is working in an efficient and orderly manner. The receptionist position ensures smooth front-desk operations, provides excellent customer service, and supports administrative functions across the organization. This position requires effective communication, organization, and multitasking skills, making it essential for daily office operations.

RESPONSIBILITES AND DUTIES:

• Welcomes visitors in a professional and friendly manner.
• Answers, screens, and forwards phone calls, using multi-line systems.
• Provides basic information, answers general inquiries in person, by phone, or via email.
• Directs visitors to the appropriate employee or office.
• Receives, sorts, and distributes mail and deliveries.
• Maintains office security by following safety procedures and controlling access.
• Keeps the reception area tidy, stocked, and presentable.
• Assists in scheduling appointments for staff or departments as requested.
• Performs clerical tasks such as filing, photocopying, data entry, and document preparation.
• Supports colleagues with administrative tasks as needed.
• Keeps up-to-date log of faxes, in-coming and out-going mail,
• Operates postage meter and requests additional postage when needed.
• Sorts mail; dates mail and distributes staff mail.
• Maintains office supplies inventory, assists with special orders of staff supplies as approved by department managers, and orders supplies as needed.

QUALIFICATIONS AND SKILLS:

• High school diploma or equivalent
• Previous receptionist, front desk, or customer‑facing experience (preferred but not always required)
• Proficiency with office software, such as Microsoft Office, email, calendars, and basic data entry tools
• Ability to operate standard office equipment (multi-line phones, printers, scanners, copiers)
• Strong verbal and written communication skills
• Professional demeanor and reliability
• Communication skills — clear, polite, and professional interaction in person, by phone, and via email
• Organization and time‑management — managing appointments, messages, and administrative tasks without errors.
• Multitasking ability — handling calls, visitors, and admin tasks simultaneously
• Customer service orientation — welcoming guests, resolving basic issues, and maintaining a positive first impression.
• Technology proficiency — comfort with booking systems, email platforms, databases, and multi‑line phone systems
• Attention to detail — accurate message‑taking, data entry, and document handling.

This description is intended to describe the essential job functions. It is not an exhaustive list of duties, responsibilities, or requirements. Other functions may be assigned, changed, or added at any time as the HR department Director sees fit.
OSHA CATEGORY: This position in the regular course of business would not encounter any tasks or situations involving exposure to bodily fluids.
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PHYSICAL DEMANDS: The duties of this position are consistent with those of a regular office work environment. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.