Receptionist

Shapiro & Duncan, Inc; Rockville (MD); On-site; USD 35,000 - 50,000; Full time

Job summary

A professional services company in Rockville, Maryland is seeking an Administrative Assistant to manage front desk operations, oversee mail, and provide general administrative support. The ideal candidate should have strong MS Office skills and effective communication abilities, preferably bilingual in English and Spanish. Responsibilities include managing incoming calls, maintaining office supplies, and supporting recruitment logistics. A High School diploma is preferred, with flexibility in work hour schedules. Competitive compensation and a supportive work environment are offered.

Qualifications

• Fluent in English, both written and spoken, with a preference for bilingual candidates.
• Ability to handle confidential information and require a signed confidentiality agreement.
• Previous experience with paperless and reporting systems preferred.

Responsibilities

• Manage incoming calls and greet visitors at the front desk.
• Oversee incoming and outgoing mail and ensure timely distribution.
• Maintain an organized and secure workstation, coordinating office supplies.

Skills

MS Office skills

Bilingual (English/Spanish)

Effective communication

Education

High School Diploma or Equivalent

Tools

Applicant Tracking System (ATS)

Multi-line telephone

Document Management PVault

Job description

Maintain a professional and friendly attitude at all times when greeting clients and employees. Answer and delegate all incoming calls. Handles mail, deliveries, and general correspondence. Handles general administrative and supply requirements for Corporate Office.

Requirements

• Able to work first-shift hours, Monday-Friday (7:30am-4:30pm) with occasional overtime during afternoons and evenings as needed. Hours may involve start times as early as 6:00 a.m. Must be able to be flexible with work schedule.
• Interface effectively, ethically and professionally with all levels of staff: internal and external executives/managers, internal and external professionals, owners and their staff, line employees, subcontractors, vendors, etc.
• Communicate effectively in English (aural, verbal, and written). Bi-lingual (English/Spanish) preferred.
• Possess strong MS Office skills (Outlook, Excel, Word, PowerPoint).
• Previous experience with use of paperless and reporting systems preferred.
• Able to sit, stand, bend, walk, and remain in static positions for duration of shift.
• Able to lift five to twenty‑five pounds (5‑25lbs), with or without assistance, frequently.
• Able to handle, protect and maintain the confidentiality of information. NOTE: A signed confidentiality agreement is required as part of this position.
• Possess strong desire, willingness and ability to learn new tasks.
• NOTE: Strong preference for candidates with High School Diploma or Equivalent.

Job Duties and Responsibilities

• Front Desk & Reception – Manage incoming calls in a professional and friendly manner, ensuring proper call routing. Greet visitors, oversee sign‑in procedures, and provide a welcoming front desk presence.
• Mail & Shipping – Oversee incoming and outgoing mail, FedEx, and UPS. Notify President of U.S. mail arrival and ensure timely distribution.
• Office Operations – Maintain an organized, secure, and well‑stocked workstation. Monitor supplies and make timely requests for replenishment. Coordinate conference room schedules and set‑up. Maintain office keys.
• Communication & Recognition – Assist with internal communications by maintaining office directory. Coordinate employee recognition items such as cards for birthdays, anniversaries, and holidays.
• Meetings & Events – Provide logistics support for meetings and interviews, including food/beverage arrangements, guest greetings, and clean‑up.
• Recruiting Support – Partner with the recruiting team by coordinating interviews, sourcing applicants, checking references, and utilizing the Applicant Tracking System (ATS) to support hiring efforts.
• Education Team Support – Assist with training administration by importing external training data (licenses and certificates), monitoring training sign‑ups and requests via the LMS, tracking class attendance and following up on no‑shows, booking training rooms or locations, sending supplemental calendar invites, and confirming supervisor/participant notifications for scheduled training.
• Administrative Support – Manage the “Call Out” line via phone/email/portal, and deliver messages to appropriate managers.
• Other Duties – Perform additional tasks as assigned to support smooth office operations and provide back‑up support as needed.
• Computer MS Office Suite & RingCentral (phone)
• Multi‑line telephone PVault (Document Management)
• Shredder UPS/FedEx

Contact Information: Phone: 301‑545‑5154 Email: [e-mail].

Equal Opportunity Employer, including disabled and veterans.