Receptionist

Hirebridge; South Burlington (VT); On-site; USD 21,000 - 30,000; Full time

Job summary

Hirebridge is seeking a welcoming Receptionist to be the first point of contact for visitors and callers. You will support day-to-day clerical tasks for core departments and help keep the office organized and efficient.

Responsibilities include greeting guests, directing calls, handling mail and shipments, managing supplies, and coordinating with facilities. This role requires strong communication and organizational skills, with at least two years in a related role.

Qualifications

• 2+ years of experience in an administrative or customer service role.
• Proficiency in Microsoft Office and basic clerical tasks.
• Willingness to learn new software and systems.

Responsibilities

• Greet visitors and manage building access; notify appropriate personnel of arrivals.
• Answer and direct phone calls; manage voicemail.
• Sort, distribute mail and deliveries; prepare outgoing shipments.
• Maintain office supply levels and assist with procurement.
• Coordinate with facilities on maintenance and space needs.
• Support event planning and travel arrangements as needed.

Skills

Microsoft Office proficiency

Verbal communication

Written communication

Organizational skills

Customer service

Education

High School Diploma

Tools

Microsoft Office

Job description

This role serves as the first point of contact for visitors, providing a welcoming and professional experience. The Receptionist oversees the front desk operations, supports day-to-day clerical activities for core departments, and helps maintain the overall organization and functionality of the office environment.

Key Responsibilities

Front Desk Support

• Greet visitors, grant building access, and notify appropriate personnel of guest arrivals
• Answer, screen and direct incoming phone calls to appropriate personnel from the main phone line; oversee the company voice mailbox and forward messages appropriately
• Maintain and update PC company phone list
• Receive, sort and distribute incoming mail and deliveries (USPS, UPS, FedEx)
• Prepare and process outgoing mail and shipments (USPS, UPS, FedEx)
• Serve as the main point of contact for USPS, UPS and FedEx accounts

Office Operations Support

• Order and maintain office, kitchen and cleaning service supplies; ensure shared spaces (supply room, kitchens, the Plan Room and cleaning closet) are stocked weekly
• Assist with the office supply account
• Oversee the shred bins and account
• Monitor and support copiers including reporting issues, ordering toner and coordinating recycling
• Oversee the cleaning service account and communicate any service needs or issues
• Coordinate office maintenance needs and communicate with facility management as required

Core Department Support

• Ship company materials, including service award pins, stickers, project posters, baby gifts, new hire welcome boxes, and personal protective equipment (PPE) for new corporate office employees
• Process business card orders through external printing vendor
• Order and coordinate installation/removal of corporate office name signage
• Arrange catering for meetings and corporate office events
• Assist travel manager with coordinating corporate travel arrangements
• Support planning and execution of external community events
• Assist with coordination of company awards/events and training programs
• Run occasional work errands using personal vehicle, as needed (mileage reimbursed per policy)
• Perform other duties as assigned

Core Competencies

• Quality Orientation
• High School Diploma
• Minimum 2 years of experience in a related administrative or customer service role
• Proficiency in Microsoft Office
• Ability and willingness to learn new software and systems
• Excellent verbal, written, and organizational skills

Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Must be able to:

• Physically operate a computer, including keyboard and mouse.
• Physically access working areas of a construction project site.
• Travel to project sites and other locations as needed to perform essential duties.