Receptionist

PBS Facility Service; New York (NY); On-site; USD 40,000 - 48,000; Full time

Job summary

PBS Facility Service in New York, NY, is seeking a professional Receptionist to be the welcoming first impression. You will greet visitors, answer calls, manage mail, and support basic HR tasks.

This role requires organization, discretion, and strong communication, with 2–3 years of receptionist experience and proficiency in Microsoft Office.

Join a team that values reliability and a customer‑facing approach while handling multi‑tasking in a fast-paced environment.

Qualifications

• High school diploma or equivalent (GED) required.
• 2-3 years of receptionist experience in a fast-paced office environment.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Minimum typing speed of 35 wpm.
• Fluent in English with strong reading, writing and speaking abilities.
• Bilingual in Spanish is required to accommodate our diverse client and employee base.

Responsibilities

• Greet and assist visitors, clients, and employees, delivering excellent customer service.
• Answer and direct phone calls to appropriate departments.
• Maintain reception area and common spaces in a clean, professional condition.
• Receive and distribute mail and ensure outgoing mail processing.
• Provide administrative support and operate standard office equipment.
• Keep accurate records of visitor logs, calls, and messages.
• Monitor office supply levels and reorder as needed.
• Assist with scheduling interviews and onboarding paperwork as part of HR support.

Skills

Customer service

Phone etiquette

Multitasking

Office software

Bilingual Spanish

Education

High school diploma

Tools

Microsoft Office

Job description

Who we are

PBS Facility Service is a leader in facility management and services in the tri-state area. We are committed to delivering exceptional services that ensure the smooth operation and maintenance of properties across our portfolio. At PBS, we pride ourselves on fostering a professional and supportive work environment, where every team member plays a crucial role in our success.

About The Role

We are seeking a professional and welcoming Receptionist to join our team. As the first point of contact for clients, employees, and visitors, the Receptionist is key to creating a positive first impression. This role requires a detail-oriented, organized individual who can handle multiple responsibilities with a high level of professionalism and discretion. In addition to traditional receptionist duties, the position will support basic HR functions, offering an opportunity to expand your skill set in both administrative and human resources areas.

What You Will Do

• Greet and Assist: Welcome visitors, clients, and employees warmly, providing exceptional customer service and answering any questions they may have.
• Phone Management: Answer and direct phone calls in a friendly, efficient manner, ensuring inquiries are addressed or transferred to the appropriate departments.
• Reception and Office Maintenance: Maintain the reception area and all common areas (e.g., kitchen, lobby, office) in a clean and tidy manner, creating a professional atmosphere for all who visit or work at PBS.
• Mail and Deliveries: Receive and distribute deliveries, sort incoming mail, and ensure outgoing mail is processed efficiently.
• Administrative Support: Operate standard office equipment, including, copy machines, and computers. Manage general office filing systems and organize paperwork as required.
• Record Keeping: Keep accurate records of visitor logs, calls received, and messages delivered to ensure seamless communication within the office.
• Supply Inventory: Monitor office supply levels, order replenishments as needed, and keep inventory organized.
• HR-Related Support: Assist with scheduling interviews, maintaining confidentiality in handling sensitive documents, and helping new hires complete initial onboarding paperwork when necessary.

HR Competencies

• Confidentiality: As the Receptionist may interact with sensitive information, the ability to maintain confidentiality in HR-related tasks is critical.
• Communication Skills: Effective communication is essential, both for greeting visitors and conveying important HR information accurately and professionally.
• Organizational Skills: Handling office logistics, managing appointments, and organizing paperwork are all essential to ensuring smooth day-to-day operations, particularly when supporting HR functions.

What You Need To Be Successful

• High school diploma or equivalent (GED) required
• 2-3 years of receptionist experience in a fast-paced office environment
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Minimum typing speed of 35 wpm
• Excellent phone etiquette and strong communication skills
• Fluent in English, with strong reading, writing, and speaking abilities
• Comfortable multi-tasking, prioritizing, and working independently
• Exceptional interpersonal skills, with the ability to interact professionally with a diverse range of people while under stress
• Bilingual in Spanish is required to accommodate our diverse client and employee base
• Punctuality and Reliability: Must have a strong attendance history and demonstrate a commitment to being on time and ready to work