Receptionist

Beacon Hill Staffing Group, LLC; Pineville (NC); On-site; USD 42,000 - 56,000; Full time

Job summary

Beacon Hill Staffing Group, LLC is seeking an experienced office administrator to join our team in Pineville, NC. You will manage front-desk operations, greet visitors, screen calls, and coordinate mail and deliveries, while supporting HR and IT with daily tasks.

Strong organizational and confidentiality skills are essential. You will also assist with conference room scheduling, event coordination, and vendor liaison duties, ensuring a polished, professional office environment and smooth

Qualifications

• Excellent customer service and professional communication.
• Discretion with confidential information and sensitive data.
• Strong organizational and multitasking abilities.

Responsibilities

• Open/close office and manage security as required.
• Greet visitors and direct to appropriate staff.
• Answer calls and screen messages on multi-line system.
• Monitor voicemails, emails, and other messages daily.
• Handle mail, parcels, and deliveries with logs.
• Coordinate meeting rooms and catering logistics.
• Maintain databases, spreadsheets, and guides.
• Support HR with updating contact lists and records.
• Assist with events, inquiries, and vendor coordination.
• Back up Executive Admin duties as needed.

Skills

Customer Service

Communication

Organizational Skills

Time Management

Confidentiality

MS Word

MS Excel

MS Outlook

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Office Equipment

Job description

Beacon Hill was founded to set a new standard in search, career placement and flexible staffing.

Essential Functions

• Responsible for opening and closing the office, ensuring security by following established procedures, and using an app to lock and unlock designated areas.
• Greet visitors politely, advise appropriate personnel of their arrival, and provide refreshments as needed.
• Answer and screen calls on a multi-line phone system, taking messages or transferring calls as appropriate.
• Monitor all platforms of communication such as voicemails, emails, and messages regularly.
• Manage all incoming and outgoing mail, including distributing mail, tracking and preparing FedEx packages, and maintaining an accurate log of all received deliveries.
• Contact courier service when needed.
• Primary point of contact for general office questions and concerns.
• Maintain and schedule conference rooms, including setup for meetings (seating, materials, IT needs, catering), and ensure rooms are refreshed after use.
• Maintain and update various databases, spreadsheets, and reference guides.
• Manage break room and copy room supplies, including inventory, ordering, and fulfillment.
• Partner with HR to update employee phone and address lists as needed.
• Manage faxes and provide staff with confirmation emails.
• Manage various delivery and subscription accounts such as the Newspaper.
• Prioritize assignments from the Executive Administrator while assisting other staff as needed with various tasks/admin duties.
• Collaborate with the Executive Administrator and Receptionist-Admin regularly.

Other Functions

• Assist with coordinating, planning, and managing company events, lunches, and staff meetings.
• Assist the Executive Administrator by handling inquiries, tracking projects and order updates, and touching base on their behalf.
• Serve as a liaison.
• Serve as the point of contact for reporting Work Orders, including maintenance, cleaning, and security concerns for the building.
• Monitor progress and meet with vendors related to submitted work orders.
• Report technical problems to the IT Department as needed.
• Oversee the cleanliness and organization of the lobby, conference rooms, copy room, and break room, ensuring a polished and professional office environment.
• Troubleshoot issues with various office appliances and equipment, coordinating with appropriate vendors, departments, or through our Work Order System for timely resolution.
• Serve as liaison with Facility Management services for repairs, including cleaning, and security concerns.
• Act as a backup for administrative roles, including assisting the Executive Assistant to the CEO and other Admins, as needed.
• Assume select EA responsibilities on her behalf as needed, including managing the CEO's morning routine.

Competencies

• Customer Service Mindset and excellent communication skills.
• Must maintain a high level of confidentiality and discretion.
• Detail oriented
• Strong Interpersonal and Organizational skills
• Time Management Ability to work independently and multi-task.
• Technical Skills: Knowledge of Polycom/8x8 telephone equipment or equivalent
• Proficient in Word, Excel, Outlook, and other computer software as necessary
• Ability to operate office equipment such as copiers, postage machines, etc.

Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply.

California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

Company Profile

Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement. Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs. Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com .

Benefits Information

Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.

We look forward to working with you.Beacon Hill. Employing the Future (TM)